Policy

The purpose of the Students with Disabilities: Academic Accommodation and Access Policy is to foster diversity, inclusiveness and student success by providing that students with disabilities are not discriminated against, and that they receive equal opportunities for academic success and personal development at the University of Saskatchewan.

AES Exam Program

What is the AES Exam Program

The Exam Program is a centralized service that provides accommodations for students with disabilities. Only those accommodations recommended by a student’s medical documentation and/or psycho-educational assessment may be provided. Accommodations include a range of services and aids, including additional time; access to a sofa, drafting table, or assistive technology; the use of a reader/scribe; and restrictions on how many exams a student can write within a specified period of time.

AES takes academic integrity very seriously and students writing exams through AES are expected to adhere to all U of S examination policies.

For more information on the types of accommodations and exam request deadlines, please view the information available to students using the program.

How the program works

The University community as a whole has a legal responsibility to provide the accommodations and supports that students with disabilities require to succeed. In 2016-17, working in tangent with most academic departments on campus and hundreds of instructors, AES will arrange accommodations for over 5,000 unique exams: one exam, from one class, for one student who has a unique set of accommodations.

  • Only students registered with AES, and who have valid and current medical documentation or a psycho-educational assessment on file, are eligible to use exam accommodations. Students may use only those accommodations that are specifically outlined in their documentation.
  • Students must meet deadlines for requesting to write exams through AES. AES is not able to accept late requests for any reason, due to high demand and resource shortages.
  • Students fill out an online request form for each exam they wish to write through AES. The link for the form is available on their AES PAWS tab. Once an applicable deadline has passed, the online form will not accept requests for accommodations.

Request for exam copies

  • Requests for exam copies are automated. During the Fall and Winter terms, the requests are emailed directly to instructors 10 days prior to the exam date.
  • AES can accept hard copies of exams only. Hard copies may be dropped off at the SESD lock box, which is located next to the reception desk in the atrium of the Administration Building.
  • Please provide hard copies 3-5 business days in advance during the Fall/Winter terms, and 2 business days in advance during the Spring/Summer terms. This will allow AES sufficient time to package, sort, and prepare the exams for invigilators to pick up on the exam date.
  • Requests for exam copies include an "Instructions for Exam Invigilation" form attached to the email. Please print that form, and fill it out and include it with the exam copy to ensure AES invigilates the exam fairly.
  • Once exams are received, they are handled with the utmost care with respect to examination security.

Exam scheduling

  • Students are notified of the exam location through the same web form that they use to request exam accommodations.
  • The AES Exam Program has 11 individual exam spaces in their area; when necessary, additional spaces are booked through Room Scheduling, FMD.
  • AES has no way to verify the dates and times of non-final examinations. Exam accommodations are arranged for the dates and times that students indicate. If, upon receiving a request for an exam copy, the date looks incorrect, please notify aesexams@usask.ca immediately.
  • Final exam dates and times are pulled from the University's Final Exam Schedule and are verified.
  • At AES, exams are almost always written on the same day and begun at the same as the rest of the class. Exceptions are made for the following reasons:
    • If the student has a class immediately following the exam and would miss that class, or part of that class, by staying late to use extra time, we begin the student early so that s/he finishes at the same time as the rest of the class.
    • If the exam is in a night class, we begin the student early so that s/he finishes at the same time as the rest of the class. For personal security reasons, we will not require staff or students to stay on campus past 10 pm.
    • If the student requires a date and/or time change for other reasons, the student must get the instructor’s permission for the new date and time before submitting the request to write the exam.

Invigilation

  • Requests for exam copies include an “Instructions for Exam Invigilation” form. Please fill that out and include it with the exam copy to ensure we invigilate the exam fairly.
  • Whether students write in an individual or shared space, they are strictly supervised and must adhere to U of S exam policies.
  • Other than a writing instrument and paper, students cannot take anything into the exam room, unless AES is previously advised differently by the instructor.
  • If a student has documentation on file that supports the use of a computer or laptop while writing an exam, please know that AES provides non-networked computers for word processing purposes only. Unless an instructor gives written permission, students are never allowed to take in personal computing devices or other electronics.

Once exams are completed

  • Exams can be picked up at AES once they are completed; or, we will deliver the next business day.

Notetaking Program

The Notetaking Program facilitates the sharing of volunteers’ lecture notes, through Blackboard Learn to eligible students. The program may assist students who have difficulty physically taking notes, who have difficulty hearing the lecture or who may be easily distracted. The program is confidential for both the notetaker and the AES registered student.

Notetakers are found through targeted PAWS announcements and emails, and are given a letter of recognition to validate their volunteer experience. For more information about how the program works for students, please take a look at our Notetaking Program information. Questions about the program may be directed to aesnotetaking@usask.ca.

Alternate Format Textbook Program

The Alternate Format Textbook Program (Alt Format Program) assists students with perceptual disabilities in obtaining books in alternate formats, primarily in PDF format. For the purpose of this program, and in accordance with Canadian Copyright Law, Section 32, students with perceptual disabilities include those who have:

  • Severe or total impairment of sight or hearing or the inability to focus or move one's eyes,
  • The inability to hold or manipulate a book, or
  • A reading impairment relating to comprehension

 Alternate Format Textbook Program information. Questions about the program may be directed to aesaltformat@usask.ca.

Getting Help

Access and Equity Services (AES)

Please contact Access and Equity Services for more information on any of our programs.