Testing Center Instructor Guide

Testing Center & Instructor Working Together – Communication and Collaboration!

A collaborative relationship between Texas A&M University’s instructor and the testing center, is essential to ensuring equitable access for all Aggies across campus. As we come together, we CAN meet the needs of a diverse community of learners. A strong instructor-testing center partnership in the exam accommodation process is vital to ensuring important exam details are not overlooked, and that all students receive equitable opportunities to display their knowledge of course content. Instructors can ensure success in our partnership by:

  • Completing the Testing Agreement survey with thorough exam instructions after receiving the first request.
  • Providing exam materials 3-business days before an exam is scheduled.
  • Alerting the testing center ahead of time if any adjustments to exams or proctoring conditions need to be made.
  • Maintaining open communication with testing center staff, including updated course contact information.
  • Staying up-to-date on the testing center’s policies and procedures.

If you as an individual instructor or your department have any questions about partnering with the Testing Center you may contact us via Phone, Email or Zoom.

Testing Center Policies

  • On the day of the exam, students should arrive at least 15 minutes before the beginning of the exam.
  • Phones and smartwatches must be turned off and are secured with belongings in lockers, located in the front lobby. (keep this in mind when informing students to take pictures of their exams to upload to Canvas, Gradescope, etc.)
  • While taking exams, students are not allowed to have anything at their workspace except for the items that have been approved by you in the Testing Agreement.
  • Students are expected to uphold the integrity of the examination process and to ensure compliance, testing rooms are monitored by staff through video cameras and assigned proctors. Any misconduct will be reported to you and be subject to disciplinary action based on the Aggie Code of Conduct.
  • When exams are completed, students are responsible for handing the exam and attachments, if applicable, to the Testing Center proctor. Staff will ensure delivery to the instructor and may include the proctor notes with details of observed student behavior.
  • Students with questions or concerns before or after taking exams, will be instructed to contact you. If an issue arises during the exam, the testing center staff will immediately contact you. We recommend listing a way to contact you directly, or someone designated to speak on your behalf.

AIM Instructor Portal

You can access key information through the AIM Instructor Portal. Through the AIM Portal you can:

  1. See a list of students that have requested accommodations in your classes and review the accommodation letter(s).
  2. Complete the Testing Agreement(s).
  3. See all exams that students have requested to take at the testing center.

View detailed AIM Tutorials & Instructional Documents.

Testing Agreement

A Testing Agreement is an electronic form initiated by you, specifying the exam parameters for each class.

  • The Testing Agreement is necessary to complete for your student(s) to receive testing accommodations with the testing center.
  • This agreement helps us better understand the parameters for your exams and helps you understand the DRTC’s policies and procedures.
  • A Testing Agreement is required ONLY once per semester for each class and section, with an option to copy that agreement to other sections/courses. This can also be copied across multiple course sections and between other courses. This can be done from the “Accessible Testing” link on the left side of the page.
  • Detailed Overview – How to Complete the Testing Agreement 

Scheduling Deadlines

  • All exams should be scheduled at the beginning of the semester after receiving the first request.
  • The last day to make changes to the final exam schedule is 14 business days (3 weeks) before finals begin.
  • Failure to complete the Testing Agreement may result in the testing center not being able to accommodate the student. Responsibility for providing the accommodations then returns to you to schedule.

Addressing Exam Schedule Concerns

  • If you have a concern or question about a student’s Exam Request (such as a time discrepancy), you should reach out to the student to discuss your concerns. There is also a process for disputing exams in AIM.
    1. In AIM, click “Accessible Testing” on the left side of the screen under “Views and Tools”.
    2. Click “List Exams” on the right hand side of the screen.
    3. Go to the exam in the list you wish to dispute and click on “View Detail”.
    4. There is a section on this page labeled “Disputing Exam”. Select your reason from the drop down list and add any additional context in “Additional Note”.
      • Please note: Please make disputes or concerns with an exam known with at least a 3 day notice before the exam is scheduled.

How Exams will be Obtained & Returned

You will need to provide exams 5-business days before. An exam can be:

  1. Uploaded in the AIM Instructor Portal. (Recommended method – more efficient for you and provides better security of your test)
  2. Emailed to [email protected].
  3. Dropped off at Disability Resources (Student Services Building, Suite 122)

Generally, exams will be returned by the next business day if not picked up by the professor the same day. Exams will be returned via one of the following methods:

  1. Physical Pickup from the Disability Resources (Student Services Building, Suite 122)
  2. Courier Service
    • Couriers will complete one route per day for pick-up/drop off.
    • Exams will be returned the next business day by 3:30pm.
  3. Uploaded to AIM
    • Exam files can be viewed under “Completed Exam Files” under “Accessible Testing”
    • Hard copies of exams scanned & uploaded to AIM will be stored for 3 weeks before being disposed of (shredded).

 

Academic Integrity

We, the testing center staff, understand the importance and value of your exams. We hold ourselves to the highest standard of security to ensure the integrity of your exam is never compromised. Once you have entrusted them to our care, the tests remain in locked cabinets, with an added level of security of being in a locked room. They are only removed the day of the test and remain under constant supervision. Once the test is complete, they are sealed in envelopes and either picked up by you, uploaded to the AIM portal and/or emailed to you. In addition:

  • Test takers are monitored by surveillance cameras, staff, and/or proctors in order to promote the academic integrity expected of all Aggies.
  • Academic misconduct and conduct violations will be reported to the course instructor and to the Aggie Honor System Office.

 

Hours of Operation

For the safety of our staff and students we request that you do not visit the testing center if you are currently sick or think you have been exposed to a person with COVID-19.

Fall/Spring

Monday – Thursday: 8:00 am – 9:00 pm
Friday: 8:00 am – 5:00 pm
Finals: 8:00 am – 8:00 pm

Summer

Monday – Friday: 8:00 am – 5:00 pm
Finals: 8:00 am – 8:00 pm

 

Contact Information

[email protected]
979-862-4570 for Scheduling Questions
979-458-1102 for Check-In Desk/Proctoring
979-458-2861 for Testing Center Program Coordinator
Student Services Building, Suite 111

 

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