Accommodation Procedures

Academic accommodations are used to ensure a level playing field based on a specific disability and how that disability limits one's ability to learn, concentrate, read or write. The following list includes common accommodations. The links below will bring you to the procedures students must follow to ensure the use of the accommodation.  Faculty procedures are also included as needed.

All students must follow the procedures regardless of the campus location, with the exception of alternative testing accommodations, which are specific to the campus location.

Auxiliary Aids

Students obtaining auxiliary aids such as audio books, digitally recorded lectures, amplified voice, or American Sign Language interpreters, among other aids, are required to give ample notice in order for the Center for Equal Access (the Center) to prepare for these accommodations.

  • Students who request auxiliary aids must sign the auxiliary aids out from the Center, and return them by the last day of the semester, or as agreed to in the checkout process.
  • Notification must be at least twenty (20) days prior to the start of the request.
  • Students are responsible for lost or damaged items, and replacement fees will be charged to their student account accordingly.
  • Failure to abide by the procedures listed may result in the revocation of ability to use the auxiliary aid in future. 

Other accommodations made on a case-by-case basis may have unique policies and procedures related to the accommodations. The Center reserves the right to implement any policies and procedures related to the accommodations as needed.

Consideration for Absences and Extended Time (out of class)

Students who obtain the accommodations extended time (out of class) and/or consideration for absences must maintain appropriate and timely communication with faculty and the Center. Students are responsible for:

  • Notifying their instructor and the Center via email or phone prior to missing class or an assignment due date. 
  • Stating in email or in phone message that the student is missing class or unable to turn in an assignment by a particular due date "due to their disability."
  • Articulating a timeline to which they plan to complete an assignment or make up the content in the missed course.
  • Faculty may determine a student's timeline is unreasonable. It is then up to the faculty and student to determine a reasonable timeline to make up assignments or class time. If there are concerns or issues regarding this matter, please contact the Center Director.

Voluntary Note-Taker

The Center for Equal Access will contact the class and faculty member to request a voluntary note-taker. All information will be confidential. The voluntary note-taker must meet established criteria including 3.0 or better GPA, excellent note-taking skill, and good penmanship (or willingness to type notes). When a voluntary note-taker has been identified:

  1. The voluntary note-taker reviews and signs the Note Taker Agreement, completes the FERPA confidentiality tutorial, and then meets with Center staff to review procedures and contract.
  2. The Center shares a Google Drive folder with the note-taker and the student, where notes will be uploaded and accessed.
  3. The note-taker will upload these notes as soon as possible following the class.
  4. Voluntary note-takers receive priority registration as recognition for their services.

Students who obtain an accommodation for a voluntary note-taker are responsible for:

  1. Informing the Center staff of their plans to use this accommodation.
  2. Maintaining communication with the voluntary note-taker and obtaining notes from the volunteer on a regular basis after each class related. 
  3. Attending class. Students are only able to access notes from their note-taker if they attend class. An exception is granted if the absence is due to disability.
  4. If physically possible, students are required to take notes to the best of their ability. Notes from a voluntary note-taker are supplemental.

 

Test Accommodations Main Campus

Duluth Campus Testing Procedures

  • Students must be registered with the Center for Equal Access, have a testing accommodation, and have requested their Letters of Accommodation for the current semester.
  • Students must schedule each test at least 7 days in advance of test date using the test scheduler link and syllabus provided by instructor.  
    • Students must schedule exams and quizzes during their normal class period. If this is not possible due to extended time on tests, students are asked to work with faculty and the Center to make alternative arrangements.
    • The Testing Center is open M-F 8:00 a.m. - 4:00 p.m. with the exception of final exam week. Tests must be completed by 4:00 p.m.  If a test will last past 4:00 p.m. due to class schedule or accommodated time, students must make arrangements with the instructor and the Center to take the test early or sometimes the next day (with approval from the instructor).
    • If date, time, or other exam information changes, students must use the test scheduler link to notify the Center of these changes as soon as they become aware of them and email access@css.edu.
    • If instructor has not provided a specific date for a test on the syllabus, but indicates what week the test will be, students should schedule the test with the Center for one of the days the class meets. Once the instructor announces the actual test date, students can use the test scheduler link to reschedule. 
  • The Center will send an email to student and faculty confirming test has been scheduled. 
  • The faculty will bring the test to the Center one day prior to test date. The Center will deliver the test back to the faculty when complete.
  • On test day students report directly to the Testing Center in Science 1124 unless otherwise notified.  
    • If a student arrives later than the scheduled time, the test end time does not change.
    • If a student has three no-shows or is more than 15 minutes late three times without notifying the Center, student may lose the right to use the Testing Center. To resume use of the Testing Center, the student must meet with the Center Director to discuss the situation.

Duluth Campus Testing Policies

  • Only items specified by the instructor or part of a student's requested accommodation are able to be used on the exam.
    • All student backpacks, etc. must be placed away from the student near proctor's desk.
    • All non-approved electronic devices (e.g. phones, iPods, calculators, etc.) must be stowed away from the student and near proctor.
    • Students must have all approved material (pencil, notecard, eraser, calculator if allowed, etc.) on desk before starting the exam.
  • Student may bring a beverage into testing room. No snacks are allowed unless the student has an accommodation that allows for this.
  • A camera will record all use and action in the Testing Center. 
    • This camera will only be accessed if a claim of academic dishonesty has been brought to the attention of the Center.

Faculty Responsibilities

The Center for Equal Access will notify faculty if a student plans to utilize the Testing Center via a Google event invitation or email informing them of student testing in the Center approximately 3-5 days in advance.

Hard Copy Exams:

  1. Faculty are responsible for delivering exams to the Center one day in advance to S1115, S1124, or via email to Sadie LaPlante at slaplante@css.edu and providing any special instructions (eg, open book, calculator, etc) and type of Scantron (e.g. #19641, #95946, or #4521) to be used.
  2. Test time is assumed to be full class period unless faculty indicates otherwise.
  3. Exams will be returned to faculty by Center staff, usually the same day or early the following morning.

Electronic Exams

Duluth Health Science Center Alternative Testing Procedures

Students who wish to use their accommodations for alternative testing arrangements must schedule exams through the Alternative Exam Request Form at least seven (7) days in advance of the scheduled exam.

When class and clinical schedule does not permit full use of accommodations (additional time), students will be allowed twenty-four (24) hours from the end time of the regularly scheduled exam to complete the exam. Any exams without time conflicts must be taken at the same time as the class. Timing of said exams must be communicated by the student to faculty and to The Center for Equal Access via the Alternative Exam Request Form.  

All exams will be proctored at the Duluth Main Campus (Science 1124 Testing Center).

Students must abide by the Code of Conduct and Academic Integrity Policy as indicated by their respective programs and The College of St. Scholastica.

Test Accommodations Extended Campus 

St. Paul Campus
St. Cloud Campus
Brainerd Campus
Rochester Campus
Online Programs
Faculty Instructions For Adding Time to Onine Test

St. Paul Campus Testing Procedures

  1. Students who choose to use testing accommodations must provide notice to and schedule all exams with the Coordinator of Student Academic Services/Disability Services Liaison (DSL) and instructor at least one school week in advance during the term.

  2. Students are responsible for notifying their instructor that they would like to use their accommodations for each exam. The DSL is not responsible for contacting instructors unless the exam has not arrived by test time.

  3. Students agree to take exams/quizzes during a time that works best for the DSL, student, and instructor.

  4. Faculty must deliver exams by 5 :00 p.m. and at least two (2) working days in advance of the scheduled exam. Exams should be delivered in a sealed envelope to Melissa Goodson's inbox on site.  Exams will be returned in the faculty person's inbox in a sealed envelope.

St. Cloud Campus Testing Procedures

  1. Students who choose to utilize testing accommodations must provide notice to and schedule all exams with Rick Butte, Regional Director and the instructor at least one (1) full week advance notice during the term.
  2. Exams must be scheduled during regular office hours:  M - TH 9:00 a.m. - 6:00 p.m., Fridays 9:00 a.m. - 2:00 p.m. or by appointment
  3. Students are responsible for notifying their instructor that they would like to use their accommodations for each exam. The DSL is NOT responsible for contacting instructors unless the exam has not arrived by the scheduled test time.
  4. Faculty must deliver exams by 5:00 p.m. and at least one (1) day in advance of the scheduled exam. Exams should be delivered via email or by hand in an sealed envelope.
  5. Exams will be returned either via email in a PDF or placed in the faculty's mailbox.

Testing Procedures at Brainerd Central Lakes College

In accordance with an agreement with Central Lakes College Disability Services Office, The College of St. Scholastica students registered with the Center for Equal Access (the Center) who seek test accommodations must be registered with the Center for Equal Access and submit a Letter of Accommodation each semester prior to requesting test accommodation. 

Process to Request Alternative Testing Accommodations

  1. A CSS Student must complete the Online Test Accommodation Form for each test. The student should complete their test request upon receiving the course syllabi. This is typically at the beginning of the semester or at the mid-semester mark.  Otherwise a minimum of three working days before the exam or quiz is required.
  2. The Center will send an email to CSS student and CSS instructor confirming test has been scheduled.
  3. The Center will send an email to Andria Belisle at CLC notifying her of the request. 
  4. Instructors are required to email the exam to Bianca Aspin at baspin@css.edu.  Each exam should include the date, time and typical time allowance as well as any specific instructions needed to complete or administer the exam. 

Scheduled Test Day Procedure

  • Student goes directly to the Disability Services Office in The Bridge: Office - E138
  • The Disability Services Testing Center is open M-F 8:00 am-4:00 p.m. Tests must be completed by 4:00 p.m. and during the traditional work week.
  • Contact information for the Disability Services office: Andria Belisle, Coordinator Phone: 218-855-8175; TTY users call Minnesota Relay Service: 7-1-1 or 800-627-3529 Fax: 218-855-8267; Email: disabilityservices@clcmn.edu

Center for Equal Access Exam Change Process

  • If date, time, or other exam information changes, student must complete an Online Change Form. Changes must be made at least 24 working days before scheduled exam time. Students who do not submit an Exam Change Form will not be scheduled in the Testing Center and will have to take the test with the rest of the class.
  • Exam Change Forms must be completed by student and approved by the faculty and Disability Services at CLC. The Center for Equal Access at CSS will administer this approval.

Testing Policies

  • All exams are proctored. Only items specified by the instructor are able to be used on the exam. All other items must be placed out of reach. 
  • If a student arrives later than the scheduled time, that time cannot be made up. For example, if the test is scheduled for 1:00pm (and the class is one hour) and the student has double time as an accommodation, the exam will be administered from 1pm-3pm. If arrival is at 1:15pm, the ending time does NOT change.
  • If a student has three no-shows without notifying the Center, he or she may lose the right to use testing accommodations with the Center. To resume testing privileges, the student must meet with the Director of the Center for Equal Access at CSS to discuss the situation.

Rochester Campus Testing Procedures

  1. Students seeking alternative testing accommodations who attend the Rochester site will be addressed on a case-by-case basis. Students will contact the Center for Equal Access for further assistance. The Center will work with the Director of the site, Teresa Ipina (tipina@css.edu) to determine the best procedure conducive for the student, faculty and site.

Online Testing Procedures

Unproctored

Students with online exams who have been issued accommodations for extended time on unproctored exams must contact their instructor and access@css.edu via email at least seven (7) days in advance of the first test date to ensure that the instructor has created a testing environment with accommodated time. The student is generally only required to inform the instructor once each semester for all exams in a course; however, procedures may vary depending on academic program, and some programs (e.g. Post-Baccalaureate Nursing) may require separate requests for testing accommodations seven days prior to each exam. Students should check with their program advisor to ensure they follow the correct procedure. Faculty must accommodate student in Blackboard based on Letter of Accommodation (eg, one and half time or double time). For information on how to accommodate in Blackboard, please see Faculty Instructions for Adding Time to Online Test in the Resources page of Blackboard, found under "Center for Equal Access."

Proctored

Students with online exams who have been issued accommodations for extended time on proctored exams should use the test scheduler link to schedule exams at least seven (7) days in advance of the test date, adhering to the testing procedures of their campus (please see Test Accommodations Main Campus or Test Accommodations Extended Campus to find details about each site's policies).  Students will need to provide their own computer to take online tests.  

Faculty Instructions for Adding Time to Online Test

Instructions on How to Extend Time on Online Tests (Webpage/printable version)

Instructions on How to Extend Time on Online Tests (Video version)

If any questions or concerns arise, please contact the Center for Equal Access.