FAQ: Managing Test/Exam Accommodations

You are no longer required to confirm your participation in each test or exam. If your Professor submitted a Notice of Examination (NoE) in Ventus at least 14 calendar days before an upcoming test or exam, the MEC staff will confirm participation on your behalf.

You can make a change/changes to your accommodations for a course up to 14 calendar days before an upcoming test or exam. After the 14-day deadline has passed, please contact your PMC coordinator to submit a late request for an accommodation change or adjustment.

If you decide to write a test or exam with your class without accommodations, you need to go through the process of opting-out or withdrawing from your exam accommodations at least 7 days before the test or exam so that MEC is able to give your seat to another student. To opt-out of accommodations for a specific test or exam, go to the Ventus Student Portal and …

• If participation has not yet been confirmed for the upcoming test or exam, go to the Exams tab, and look under the Unconfirmed Exams heading for the specific test or exam and click the Respond button to the right of that test/exam listing. On the next screen, scroll to the bottom and click the grey button labelled “I confirm that I will write this exam WITHOUT accommodations”.
• If participation has already been confirmed for an upcoming test or exam, go to the Exams tab, and look under the Exams with MEC – McIntyre Exam Centre heading for that specific test or exam and click the Withdraw button to the right of that test/exam listing.

If you require technical assistance with performing this Ventus function, see Student Module 4 – Test and Exam Accommodations.

You can change your accommodations for a course in Ventus up to 14 calendar days before an upcoming test or exam. After the 14-day deadline, please contact your PMC coordinator to discuss a late request for accommodation change(s).

You will find a list of confirmed tests or exams that you are writing with the McIntyre Exam Centre on the main dashboard when you log into the Ventus Student Portal. On the dashboard next to the “Upcoming exams with academic accommodations” heading, click the blue “View” button or go to the Exams tab to find more information about the accommodation arrangements for the test or exam, including exam type, location, scheduled date, start time, end time, and accommodation status.

If you require technical assistance with checking the status of your accommodations in Ventus, see Student Module 4 – Test and Exam Accommodations

If you do not see your test or exam listed in your Ventus Student Portal, it could be one of the following reasons:

• You have not requested accommodations for the course.
  • Request your accommodations on the Ventus Student Portal ASAP.
• The professor has not submitted a Notice of Examination (NOE) to the McIntyre Exam Centre.
  • Contact your professor ASAP.
• Your PMC Coordinator has not approved a pending accommodation.
  • Email your PMC Coordinator ASAP.

If you require technical assistance with:

• requesting accommodations in your courses, see Student Module 3 – Accommodation Requests & Letters of Accommodations.

The McIntyre Examination Centre (MEC) has two main locations on campus: 133 Nideyinan (formerly the University Centre), and 710 Dunton Tower. If your professor has arranged for you to write an in-person test or exam at MEC, you will likely write at these locations. During peak midterm season (for example, two weeks before/after reading week/fall break) and the larger formal examination periods in December or April, other locations (e.g., Southam Hall, Tory, etc.) may be used to accommodate the large number of students.

Some suggestions for you to ensure a positive exam-writing experience:

• Budget enough time to arrive at your designated exam location on time. Plan to arrive 15 minutes before your official start time. Please note that University regulation prohibits students from entering an exam location 30 minutes after the start of a formal exam.
• Become familiar with the location of your test or exam in advance. Use the Campus Map to research the best route to the location either through the outdoor pathway or the tunnel system.
• Check your accommodations are accurate on the Ventus Student Portal before the test or exam. If you notice any discrepancies, please email your PMC Coordinator ASAP.

You will be greeted by a Site Facilitator who will provide exam instructions, check your ID, and give out exam materials.

You will leave your personal items, including a cellphone, in a designated area, and a proctor will walk you to your seat. The proctor will be supporting you during the exam. If you need any assistance or want to take a washroom or nutrition break, inform your proctor, and they will guide you through exam procedures.

When you have finished the exam, let your proctor know – they will confirm that all necessary documents have been submitted and help you sign out.

To ensure you have a positive online exam-writing experience, the following are recommended:

• Ensure you have access to reliable WiFi during your online exam.
• Ensure your physical environment is quiet, comfortable and relatively distraction-free.
• Consider wearing noise cancellation headphones or ear plugs to reduce noise from your immediate surroundings.
• If your home environment is distracting or if you do not have access to WiFi, consider coming to campus. Quiet study spaces can be found throughout the MacOdrum Library.  During 2022-2023, Scheduling and Examination Services (SES) has made available to students 16 classrooms for quiet study spaces and study group rooms.

Scheduling and Examination Services (SES) has prepared comprehensive online resources including student guides, instructional videos and extensive FAQs for students who will be required to use CoMaS and BigBlueButton (BBB) for e-proctoring.

If you are late for an online test or exam that is in progress, please call the exam emergency toll-free line or message Live Chat Support to get in touch with the exam staff.

Exam-Related Emergency Toll-Free Call Line: 1-877-557-2930 (Canada & USA)

Outside Canada/US Exam Emergency: +1-613-518-2601

Contact the exam emergency toll-free line or message Live Chat Support to talk with an exam staff for assistance.

Exam-Related Emergency Toll-Free Call Line: 1-877-557-2930 (Canada & USA)

Outside Canada/US Exam Emergency: +1-613-518-2601

Contact the exam emergency toll-free line or message Live Chat Support to talk with an exam staff for assistance.

Exam-Related Emergency Toll-Free Call Line: 1-877-557-2930 (Canada & USA)

Outside Canada/US Exam Emergency: +1-613-518-2601

If you are late for an in-person test or exam that is in progress, there is a 30-minute grace period for admission to tests and exams. University regulations prohibit students from entering an exam room 30 minutes after the formal start time of a test or an exam. If you arrive after the first 30 minutes, proctors will contact your professor, who has the discretionary authority to permit or deny entry to a test or exam, to seek permission for you to write the test or exam, but no additional time will be provided to compensate for the lost time. If you are denied, you will be directed to the Exam Site Facilitator for information on the next steps.

Food or beverages are not permitted in exam rooms. The only exception is bottled water in a sealed container. If you have a nutrition break as an accommodation, you will be able to bring a light snack.

You should only bring your student card, writing utensils and items authorized by the instructor (e.g., calculators, dictionaries). If your instructor didn’t authorize any additional items, don’t bring them to your examination.

You are also allowed to bring authorized item(s) (e.g., glucose monitor, personal portal CCTV, ice pad, etc.) that have been approved by PMC as listed in your template accommodations.

If you have “Pre-approved cueing sheet, formula sheet” as an accommodation, make sure to submit the sheet(s) to PMC, upon approval, these will come packaged along with your test/exam material.

Having a cellphone on your person during a test or exam could result in an alleged academic integrity offence. It is best to leave your cell phone in your bag, turned off, and placed in a designated area for bags and coats.

If you have selected “Generic music/white noise” and/or “Pre-approved, personal music” in the list of accommodations when confirming participation in the exam, you will be allowed to listen to music or white noise through headphones (supplied by the exam centre).

If you don’t see this accommodation in your template accommodations, please contact your PMC Coordinator.

If you have “Pre-approved, personal music” as an accommodation, make sure to submit music/white noise to PMC for vetting. Digital copies of the vetted music or white noise will made and housed at MEC for future uses.

You may take a washroom break, but not during the first 30 minutes after the test or exam start time. As per Exam Regulations and Procedures, no students are permitted to leave the exam room during first half-hour of a test or exam.

Accessible washrooms are located at all the exam sites. If you require an attendant to assist you to take a washroom break during a test or exam, please contact your PMC Coordinator to discuss how this is to be arranged.

Please bring your cold snack to your writing space with you. When you would like to take your snack break, please alert one of our proctors and they will assist with this.

If you have a question(s) for your professor during a test or exam, please advise the proctor who will try their best to contact your professor by phone. In the event your course instructor cannot be reached, you will be asked to state your assumption when answering the question(s).

If you are feeling unwell on the day of your test or exam, please do not come to campus. If you suspect it is COVID-19, seek medical advice and/or treatment. Generally, it is recommended that you complete Carleton University’s COVID-19 screening self-assessment (cuScreen) before coming to campus.

If at all possible, make the decision to defer before you write a test or exam.

• If it is a quiz, test or midterm scheduled during the term, contact your professor by email to advise them that you are sick and ask them what the process is for a make-up or deferral.
• If it is a final exam held during formal exam period, you can apply for a deferred exam through the Registrar’s Office if you are sick. Online application for deferral should be made no later than 3 business days after the original final examination date or the due date of the take-home examination. For more information, see the Registrar’s Office information on Exam Deferrals.

In the event you become ill during a test or exam and believe your performance will be negatively impacted by the illness, please stop writing and inform the proctor who will advise you of the next steps.