Testing Center Reference Guide – Spring 2021

[The following handout is typically provided to the student, but can also be downloaded as a PDF on the Forms Page.]

Location, Contact Information & Hours

Disability Resources Testing  Center (DRTC)
Student Services Building, Suite 111
471 Houston Street (Map Link)
(979) 862-4570 for Scheduling Questions
(979) 458-1102 Check-in Desk
(979) 458-1214 fax
testadmin@tamu.edu
https://tracker.tamu.edu/online

Hours of Operation:

Spring 2021 (subject to change)

Monday – Thursday 8:00 AM – 9:00 PM
Friday 8:00 AM – 5:00 PM
Finals 8:00 AM – 8:00 PM

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

Exam Scheduling

  • Students should schedule exams with the DRTC only if their exam requires a proctor AND their professor is unable to provide the student’s exam accommodations.
  • Students should wait to schedule their exams until they have finalized their schedule for the semester, determined that their exams will need to be proctored, AND their instructor has said they will be unable to accommodate the student.
  • Students will only be able to schedule exams with the DRTC in a manner that is consistent with the course requirements (not student preference), and are subject to approval by the instructor.
  • Instead of printing and signing a paper Exam Schedule Form, students will email their Exam Schedule Forms to their instructor AND CC the DRTC at TestAdmin@tamu.edu.
  • The DRTC will not accept any paper exam schedule in-person during the Spring 2021 semester.

Deadlines

  • All exams should be scheduled at the beginning of the semester at least 5 business days before the first exam date.
  • Any changes to scheduled exams (dates/times) can be submitted through Tracker and will need to be completed at least 5 business days before the new date of the exam.
  • The last day to make changes to the exam schedule AND to schedule any finals is two weeks before finals begin (April 19th, 2021 for Spring 2021).

Step-by-Step Guides

Scheduling Exams

  1. Create an Exam Schedule in Tracker
    1. In Tracker go to the Exams tab, then click Exams by Class.
    2. Using your syllabus, add your exam schedule for each of your classes. Plan to take your exam at the same time and date as the rest of the class.
    3. Confirm and Save the exam schedule to your device so it can be emailed to your instructors and the DRTC.
  2. Email the exam schedule to the instructor and the DRTC at testadmin@tamu.edu at least 5 business days before the first exam date.
    1. Discuss any requests to test at a different time than the class time with your instructor.
    2. No signature from the instructor will be required for Spring 2021.
      1. Instead, instructors will reply to the student’s email and the DRTC confirming the exam schedule.
    3. DRTC Staff will acknowledge email and schedule the exam.
    4. The end of semester deadline to schedule finals and make changes to your testing dates is two weeks before finals begin (April 19th, 2021) by 5 PM.

 

Exam Date Changes

  1. In Tracker under the Exam tab, select Request Exam Change.
  2. Make the changes, state the reason for the request, and click Submit Request.
  3. Tracker will automatically send a notice to the DRTC and to your instructor for approval.  You do not need to print a form or gather any signatures for these types of changes.
  4. Check your e-mail for a response from the DRTC.
    Note:  All exam change requests must be made by the scheduling deadline (5 business days in advance).  Speak with your instructor before you attempt to submit a change request.

Add an Exam Date

  1. Under the Exams tab, select the Add Exam button. This will take you the Exams by Class page, then select + Add Exam button next to the class you need to request and additional exam.
    • Selecting to Add Exam will not replace any previously scheduled exams that may need to be cancelled.
  2. Make the additions and click Submit Request.
  3. Tracker will automatically send a notice to the DRTC and to your instructor for approval.
    • You do not need to print a form or gather any signatures for these types of changes.
  4. Check your e-mail for a response from the DRTC staff.
    Note: All exam addition requests must be made by the exam scheduling deadline (5 business days in advance).  Speak with your instructor before you attempt to submit an add request.

Cancelling Exam Dates

  1. Under the Exams tab, select Request Exam Cancellation.
  2. Select the exam date that needs to be cancelled, state the reason, type your initials and click Submit Request.
  3. Tracker will automatically send a notice to the DRTC and to your instructor for approval.
  4. Check your e-mail for a response from the DRTC staff.

Make Up Exam Scheduling

Students are responsible for scheduling make up exams according to the instructor’s make up policy and the Student Rules http://student-rules.tamu.edu/rule07. Speak with your instructor before attempting to reschedule an exam with the DRTC.

  • If the new date meets the DRTCs deadline (5 business days in advance), submit an Add Exam request through Tracker.
  • If the new date is less than the required deadline, send the DRTC an e-mail request.  Your e-mail should be formatted in the same manner as the missed deadline request

To:  testadmin@tamu.edu
CC: Instructor; assigned Access Coordinator
Subject: Make Up Request

Body of e-mail should include:

    1. Student’s name
    2. Course name, course number, and course section number
    3. Instructor’s name
    4. Requested exam date
    5. Has the request been discussed with the instructor?
    6. Reason for the request

What to Expect at the Testing Center (TC)

Check-In Process for In-Person Exams

Students will be expected to:

    • Wear a face mask at all times (even when in a private room).
    • Use lockers as usual to store belongings.  Signs will be posted on lockers to remind students that it is a frequently touched area and students will need to sanitize their hands after using.  
    • Enter the TC no earlier than 15 minutes prior to the test start time.
    • Bring all testing materials as the TC will no longer loan out any items (calculators, pencils, scantrons, etc.).
    • Show a photo ID at check-in, but don’t remove the face mask.

Testing Rooms:

    • Students will be assigned to sit in every other seat and in such a way that two students are not sitting back to back. 

Turning in Completed Exams

    • Write Name, Course, and Instructor Name on the exam  
    • Paperclip or staple all pages together  
    • Place a blank sheet of paper on top of exam to separate it from other exams.   
    • Place completed exams on the tray at the check-in desk.

Exam Day Policies

  • Only items that are essential for taking an exam will be allowed in the testing rooms. Everything else should be placed in a locker in the check-in lobby.
    • Consider leaving valuable items at home.
  • Bring your own testing materials. This includes scantrons, calculators, pencils, etc.
  • Start your exam on time. Students who arrive late may be instructed to reschedule the exam with their instructor.
  • Present your valid photo ID (i.e. driver’s license, student ID) to the TC staff at check-in.
  • You will be assigned to a testing room and seat. If you need to leave the testing room for any reason, please check in with the TC staff.
  • If you need to use the bathroom during an exam, then check-in with the TC staff first. 
  • If you are concerned with an exam question, instructions, or the testing environment, make a note on your test, and then address you concerns with the TC staff once you’ve completed the exam.
  • You must consult with the check-in staff immediately if you need to stop the exam. Once your testing time begins, it will not be stopped unless there are extenuating circumstances.
  • Complete your exams during your approved testing time, this includes filling in your scantron.
  • Return all exam pages and scratch paper to the check-in staff. Students will not be allowed to keep testing materials without written instructions from the course instructor.
  • Testing rooms may be cold. Plan to dress appropriately so that you can be comfortable.
  • During busy testing days, the TC may not be able to accommodate all exams in our testing rooms and may use various locations within the Student Services Building. Impacted students will be notified before each exam. 

Nonstandard accommodations

Nonstandard accommodations can include a test reader or scribe, use of magnifying tools, and several others.

  • The text-to-speech software Read and Write Gold is highly recommended as the preferred method for reading test questions aloud.

Test Readers will be available as follows:

      • Via Zoom for online exams (classes that don’t require a live proctor will only use Zoom for the audio portion, no video)  
      • Student in person at the Testing Center with a Test Reader available via Zoom. 

Test Scribes will be available as follows:

      • Students can use dictation software available (Read & Write, Windows Dictate, iOS built-in dictation, Gboard Voice Typing)
      • Via Zoom for online exams (video and audio required)
      • Student will test in person at the TC with a Test Scribe available via Zoom.

Scantron Assistance for in-person exams:

      • The TC will not collect scantrons from students but will instead use our scantrons to record answers.  
      • Students will mark that a scantron is needed by placing a post-it on the exam.  

Academic Integrity

Set of Lockers showing the large and small sizes

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

Locker Instructions

  • To Lock:  Close the door.   Press C [any 4-digit code] then the key symbol.
  • To Unlock:  Press C [the same 4-digit code] then the key symbol.  Open door.
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