Testing Center Operations

Everything you’ll need regarding Accessibility Services is on our database, AIM. If you've had your Welcome Meeting and completed your Semester Request, follow these instructions to schedule a test:

1. Log into AIM using OKTA
2. Under "My Accommodations" on the left-side menu, click on "Alternative Testing."
3. Select the class you need to take the test in and click, "Schedule Exam."
4. Fill out the form and submit.

NOTE: Under "Standard Length of Exam," enter the time in minutes that the class will have to take the exam. Our office will calculate your extended time based on your eligibility.

Our office has a policy in place that a student must schedule their exams 72-hours (3 business days) before the projected exam time. We have established this so our office and professors have enough time to get the necessary information needed to proctor the exam. However, if a student is unable to schedule their test in time we can offer a one-time exception. In order for us to process the exception, we will ask for the necessary information regarding the test and as an exchange we will need the student to schedule the rest of their exams for all of their classes for the remainder of the semester. Once we see their exam requests come through we can process the exception. We ask that students do this to ensure the 72-hour rule is upheld for the rest of their exams.

The student will come to our testing center (1st floor - Olin Library) 5-10 minutes before their exam. They will give their name to the front desk and the person helping them will get their test and tell them what items they are allowed in the testing room. The student will be asked to place their belongings in the designated cubbies and we will visually verify that all electronics (phone, music earbuds, smart watches, etc) are placed with their belongings. The student will then be led to their assigned testing room to take their test. When the student is finished testing they will gather their materials from the testing room and return the test to the front desk. At this point, the testing appointment is finished and the student can gather their belongings on their way out.

A distraction-reduced exam space is a designated area for you to take your exam where it is quieter and easier to focus without the interruptions of a normal classroom environment. In our space we have 9 private testing rooms and an overflow area with cubicles that have privacy shields. We also provide sound machines and ear plugs to ensure a distraction-reduced testing experience. 

During finals, students may not be testing in a private room due to the amount of students testing at one time. Testing rooms utilized during finals week hold anywhere from 8-16 students. We provide all of the same provisions (sound machines, ear plugs, room set up) to ensure a distraction-reduced space.  

If you arrive late for your exam, your end time will still be your originally scheduled end time. This emulates the classroom experience if you were to come late to class for an exam.

This information is determined from the correspondence our office has with your professor regarding the test. The professor will specify what (if anything) is permitted in the testing room and the student will either be given the items by our office (i.e., calculator, computer, etc) or will know beforehand to bring them.

Unfortunately, no. Our testing center only has capacity to serve students with approved exam accommodations. If this does not apply to a student, they must coordinate exams with their professors separately.

Final exam scheduling works similarly to the process of scheduling any other test. About a month before the start of finals week, we will open up the dates to allow students to schedule their final exams. Since the standard amount of time for exams per the final exam schedule is 2 hours, students with exam accommodations will receive 2, 3, or 4 hours for their finals, depending on their approved accommodation. When scheduling a final, there will also be more options when it comes to testing rooms. On the day and time of the final, the student will go straight to the designated room that they scheduled for their final.

Once a student completes their initial meeting with our office, we will send you their accommodation letter in an email. If the student has had accommodations with us before, they will do their “Semester Renewal” and we will send you their accommodation letter via email once it has been completed.

Alternatively, you may log into AIM through OKTA to view the students with accommodations in your course, and their individual accommodations:

1. Log into AIM through OKTA.
2. Click "Continue to View Student Accommodations" under the FERPA acknowledgement.

Your overview page will show you the students in your class(es) who have active accommodation requests. These are the students you would have received individual emails about when they renewed their accommodations for the semester.

If you select "view" on the left-hand side, it will take you to the student's accommodation letter.

If your student missed their exam because of their disability we can absolutely proctor their make-up exam, but we are unable to provide an exam space for students who are not affiliated with our office.

As a professor, you are welcome to send information about a student or an exam but you cannot schedule an exam for the student. We believe this is the student’s responsibility and should be taken care of by them!

Professors can choose to email the exam to proctoring@rollins.edu, deliver the exam in person, or upload the exam to AIM. Depending on the specifications of the Professor, we will either electronically scan the exam and send it back as a PDF, file it and notify the professor that it is ready for pick-up, or upload the completed exam back into AIM for the professor to retrieve.

To upload an exam to AIM, simply click the link in the exam request email that you received when the student submitted the request.

If your student is taking an exam using an online testing platform such as Canvas, we will provide students with a laptop that restricts access to webpages outside of Canvas to ensure external resources are not being used. Please note that other platforms outside of Canvas such as Pearson MyLab may require the student to use their own laptop, which our office will approve with the professor if issues arise.

We have developed operational procedures in collaboration with the Academic Deans to maintain test integrity in line with the Academic Honor Code. In the testing center, we do rounds every 30 minutes to check on our students. We have them leave their belongings with us and make sure each student empties their pockets of all electronics and notes before starting their exam so that all they are bringing into the testing room is what has been approved by the professor. We do our best to create the same amount of watchfulness as a student would experience in a classroom while still providing their accommodations.

Our office is happy to email, call, and text in order to communicate a question a student may have for you. In the past, we have found that emailing and texting is the easiest way to contact professors since class is usually in session at the time of a question.

Final exams are similar to how a student would schedule a test throughout the rest of the semester. The professor will receive an email with the final exam request information. In response, we ask that you let us know if it is approved or denied. 

• If Approved: Include the information necessary to proctor the exam and what items they are allowed to bring into the exam with them
• If Denied: Include the details that need to be adjusted in order for us to communicate the date or time change with the student

As the test approaches, the professor will send their exam for all the students who have been approved by emailing, hand-delivering, or uploading the final exam. We then file, organize, proctor and re-collect the exam. Once the final is complete, we will deliver it to the professor by their preferred return method.