Requesting and Managing Exam Accommodations Services

The test booking form will be called Notice of Examination (NOE). Upon receiving the first LoA in your class, you may submit a Notice of Examination to MEC through the Ventus Faculty Portal.

Absolutely, please provide all test/exam related information to your TA or the administrative staff, and email us with their name/Banner ID at ExamRoom so we can grant their access to Ventus as your designate for the specific course.

It’s recommended that you submit all NoEs by the deadline established by the McIntyre Exam Centre for the term in order to avoid late fees. This deadline is communicated in the Examinations Memo to all course instructors at the beginning of the term.

If you have missed the deadline for the term, it is still possible to submit your Notices of Examination (NoEs) through the Ventus Faculty Portal but a late fee to the department may apply. Should you have issues submitting your request please contact ExamRoom.

It’s not usually recommended to book MEC space for quizzes less than 30 minutes. From our experience, students tend not to show up as they don’t want to miss the class. One suggestion for short quizzes, you could try to accommodate all students in class by providing extended time to the whole class.

Most certainly, you can set these up in Brightspace yourself, and only need to do it once for quizzes for the whole term by applying accommodation on the course level. For assignments though, you will need to set up Special Access each time you have an assessment. Please see Setting Accommodations in Brightspace webpage for step-by-step instructions.

The process is the same when it comes to submitting the NoE, although it can be more challenging for us to provide in-person test/exam accommodation due to the restrictions on resources (e.g. space, proctoring, etc.).

Exam accommodation will be automatically set up for your PMC students during formally scheduled final and deferred exams. You don’t need to submit a NoE to reserve MEC space and apply accommodation in Brightspace. Please refer to the Final Examination Memo that you will receive once the formal exam schedule has been released.

Please email us to ExamRoom or call us 613-520-2600, ext. 1571

Students are prompted to confirm their participation as soon as an NoE was submitted for their course., They are advised to contact us immediately if they missed the deadline. We can confirm on their behalf if resource permits, other option would be for them to write a make-up exam with your approval.

You and your PMC students will receive an email notification from the McIntyre Exam Centre (MEC) that accommodation arrangements have been made for your test or exam. You will be required to log in to the Ventus Faculty Portal to view details of the accommodation arrangements for each student.

You can upload your test or exam materials via the Ventus Faculty Portal using the MEC Exam Upload Form. Go to the Class List, Notice of Examination you created for the , choose “Upload a file”, and complete the form.

For large print requirement over 18-point, we recommend that the course instructor provides a separate large print test/exam paper for the student, and upload it to Ventus Faculty Portal along with the regular print test/exam paper. MEC can enlarge standard-size test/exam papers on the photocopier for large print requirements between 14 to 18 point.

Please provide a digital copy of your test/exam paper in MS Word by uploading it to the Faculty Ventus Portal. Make sure to label it is for a specific student.

Our proctors will attempt to contact you using the information provided on the NoE. If we are unable to reach you, the student will be advised to state their assumption about the question and continue with the exam.

You will be contacted by our proctor; it’s at your discretion whether to allow or deny a late student to start the exam.

We have a dedicated runner who will deliver the completed test/exam to your department the following business day after it is written.

You need to fill out a separate e-Proctoring application form by the registration deadline set for the term. Kindly note the deadline is usually pretty early in the term, be sure to submit it on time if you are considering e-Proctoring for your online assessment.

Zoom is the live e-Proctoring solution where a web-conferencing tool will be used with human proctors monitoring. CoMaS is the automated solution where the student’s computer will be monitored, and screenshots will be taken throughout the exam. For more information, please visit the e-Proctoring resource page.

You can direct the student to our Emergency Exam Support, if you are not able to help them resolve the issue:

• Live chat support or submit a service ticket: https://carleton.ca/ses/help
• Toll-free call lines:
  • 1-877-557-2930 (Canada – USA)
  • 1-613-518-2601 (Outside Canada/USA)
• Support website: https://carleton.ca/ses/exam-support/

A McIntyre Exam Centre proctor will greet students at the entrance of the exam centre and walk them through the sign-in process. Students will be informed of any exam requirements provided from the proctor information sheet. Those instructions will also be reflected on the student sign-in sheet available to them throughout the exam. Students are monitored by proctoring staff throughout the exam and are available for any questions or concerns students may have.

For in-term tests, student can hand in their exam and will be advised to contact their course instructor for next steps. For formally scheduled final exams, it may be possible for them to submit a petition to apply for a formal deferral.