Academic accommodations are put in place to mitigate the functional impact of students with disabilities in the academic settings and to promote access for students with disabilities without compromising the integrity of the learning environment. Accommodations are determined based on identified learning needs and medical documentation.
Academic accommodations
Academic Accommodations are available in the following areas:
- Classroom
- Exams
- Studying
- Assignments
When students request accommodations, the steps are:
The student:
- registers with Accessibility Services
- meets with a Vocational Rehab Specialist
- submits supporting documentation of their disability
The vocational rehab specialist:
- assesses for accommodation, based on the individual student’s needs
- submits an Individual Accommodation Plan for each term to the Associate Dean, the Program Head, and the Program Assistant
The associate dean:
- advises the student’s instructor(s) of the accommodation plan
Exam accommodations
Prior to exam
The student:
- updates Individual Accommodation Plan (IAP) EACH term PRIOR to putting exam requests for the current semester
- submits exam invigilation request for each exam to Accessibility Services allowing AT LEAST TEN BUSINESS DAYS prior to the date of the class exam by completing the Exam Request form
- specifies on the Exam Request form which exam accommodation(s) and additional assistance is required for the specified exam (i.e. student might not request a reader or a computer for all their exams)
- advises Accessibility Services as soon as possible if exam schedule is changed or any other changes or modifications need to be made to the original exam request no later than TWO business days prior to the exam date
Student will write at the same date and time as the class unless otherwise approved by the Instructor and/or Accessibility Services
If an exam request is submitted after the above TEN business days deadline, Accessibility Services cannot guarantee that the request will be processed in-time for the requested seating. However, students may still submit a request and efforts will be made to process it.
Exam requests received within less than TWO full business days (i.e. non-holiday weekdays) before the class exam are not accepted by Accessibility Services. For an exam falling on a weekend, the request must be submitted by Wednesday night.
Accessibility services:
- sends a confirmation email to the student confirming receipt of scheduling form
- verifies the student has an active Individual Accommodation Plan
- confirms with Instructor that exam has been booked to be written at Accessibility Services
- requests a copy of the exam(s) and coordinates all required exam details as advised by the Instructor
- coordinates with the Instructor and student if any special arrangements are to be made (e.g. change of the exam date, extra time for writing the exam in a Computer Lab, need of specialized software, etc.)
- makes other arrangements to ensure all exam accommodations are met (i.e. access to specialized software, assistive technology if used during the exam, ergonomic furniture and specialized equipment/devises, etc.)
- arranges for any other exam accommodations (e.g., a reader/scribe and/or invigilator for exams outside of business hours)
- advises BCIT Safety and Security office on exams outside of business hours
- coordinates exams for satellite campuses (every campus has a different procedure)
- prepares exam packages
- books room/seat for requested exams based on all student’s exam accommodation(s) while maximizing the Test Centre capacity
The instructor:
- refers to the current Individual Accommodation Plan (IAP) which is valid for ONE term only and the student needs to have updated at least TEN business day (M-F) PRIOR to the exam seating
- submits completed Exam Instructions form to Accessibility Services at least FIVE business days (M-F) prior to the date of the class exam. Accessibility Services schedules the exam based on complete information received about the exam and cannot guarantee that the request will be processed in-time for the requested seating if the exam instructions are not received on-time or incomplete, although every effort will be made to accommodate the students. Exceptions can be made for emergency situations or for extenuating circumstances
- whenever possible, provides a copy of the exam to Accessibility Services at least TWO business days (M-F) prior to the exam time or advises when the copy is to be delivered. If the above deadline cannot be met, notifies Accessibility Services in advance when a hard copy of the exam for each student writing in Accessibility Services will be delivered. For an exam falling on a weekend, the request must be submitted by Wednesday night.
- advises Accessibility Services as soon as possible if a scheduled exam is changed or if other changes or modifications need to be made to the original requested exam seating.
On the day and after the exam
The student:
- arrives 5 – 10 minutes ahead of the exam time; earlier if setting up specialized or assistive technology is required
- writes exam in a room with video monitoring or an invigilator
Accessibility services:
- checks in and seats the students arriving to write exam at the Test Centre
- monitors compensatory breaks during the exams and follows up exam requirements
- assists students with loging in
- provides students with necessary equipment, devices allowed during the exam
- assists with securing student belonging
- troubleshoots software and devices
- connects with the instructor if the student has questions during the exam
- secures the complete exam in a locked cabinet
- if requested, scans and e-mails a copy of the completed exam back to the instructor within 24 hours after its completion. Discards the original copy of the exam once a receipt confirmation is received from the instructor
- releases completed hard-copy of exams to instructors
- contacts student(s) missed the exam; advises their instructors on missed exam
- invigilates exams
- assists students requiring emotional support or medical assistance during their exams
- reports any incidents taking place during exams
The instructor:
- signs for and picks up the exam
- if a copy of the exam is scanned, checks the exam for completion and confirms with Accessibility Services for further discarding of the exam
- advises Accessibility Services on the approved re-scheduled exam date