Students with exam accommodations may choose to write some or all of their exams with SAS. These exams are written in the SAS Testing Centre (G307). Students can use their exam accommodations, such as extra time and adaptive technologies. “Exam,” in this context, refers to any exam, quiz, or in-class assignment that will be written within the class's regular timeslot. 

Student Responsibilities

Students are responsible for indicating the dates of any exams they intend to write with SAS at least one week in advance through online services. When one of your students does this, you will receive an email asking you to confirm whether or not you have scheduled an exam for the date indicated. 

Please approve or deny these requests as soon as possible as we need to know when exams are happening as well as how many students so that we can schedule proctors and ensure that we have enough seats in our testing centre.

Instructor Responsibilities

Instructors are responsible for verifying exam dates submitted by their accommodated students through online services, providing details and documents to SAS for confirmed exam dates, and for picking up completed exams.

SAS’s Responsibilities

SAS is responsible for facilitating accommodated exams. This includes: ensuring that proctors, rooms, and all other required exam resources are available; providing any applicable exam accommodations; and ensuring that exams are written according to instructors’ specifications.

Student Accessibility Services (SAS) coordinates accommodated exams through online services. You can view and edit exam dates, details, and documents through your SAS Online Services page. Up-to-date lists of accommodate students and their accommodations are available through your Class Listings page.

Which exams are accommodated students eligible to write with SAS?

Accommodated students are eligible to write any exam, quiz, or in-class assignment with a written component that will be written within the scheduled class time. Certain types of non-written exam (eg. musical performance, hands-on lab exams, etc.) cannot be written with SAS for practical reasons. Beyond these limitations, accommodated students should not feel impeded in accessing their exam accommodations. It is never appropriate to ask a student if they are OK writing an exam in class in order to avoid providing the exam to and picking it up from SAS or because accommodations seem unnecessary for the exam. If you have any concerns about accommodated exams, please contact SAS. We are always looking for ways to make our processes as convenient and clear as possible to instructors, and we would be happy to hear from you. 

Moodle and Online Exams

When you are approving an exam, please indicate whether this is a Paper or Online-Moodle exam. You do not need to provide us with a pdf of the exam UNLESS one of your students have an accommodation that requires a paper or pdf copy of the exam. Time extensions are automatically applied to your students with that accommodation.

Please confirm as soon as possible if this is an online exam.

This benefits us by knowing how many computers we may need, and also alerting us that there will be no paper exam to print up.

This benefits you because you will not receive any automatically generated emails asking you to upload an exam.

Contact Information

We ask for your phone number during the exam confirmation process in the event that we need to reach out to you regarding a student inquiry. While traditionally the SAS Exam Administrator will go directly to your class room with any inquiries, during peak seasons the proctor may need to reach out to you by phone or text. 

PLEASE NOTE: if you have approved an alternate testing time or deferred exam for your student, there is a chance they may have questions when you are potentially not on campus. As such, please take note of when this is happening and respond to any inquiries that you student may have.

Picking up Exams

Completed exams are picked up from the Student Success Centre, located across the hall from the bookstore. We are open Monday - Friday from 8:30 AM - 4:30 PM.

Final Exams

Final exam schedules are created automatically based off of the information provided to the Registrars Office. You will receive an email approximately 2 weeks before the first day of final exams informing you that the sessions have been created and that you may upload the exam and any relevant information. 

Booking Policy

• Exams must be booked in advance by at least 7 days in order to sit for them. In the case of finals, the exams must be booked at least 12 days in advance of the first day of finals. You will receive emails regarding dates and deadlines over the course of the semester, and regularly in the weeks before the booking system closes.

• Exams that are late booked will only be considered to be permitted on a case-by-case basis. Multiple instances of late bookings will result in immediate denial of the exam booking, and you will have to write the test in class.

Test Room Policy

• The only items you are permitted to have with you while you are writing are:
  - ID (student or government issue)
  - Writing utensils
  - Water bottle (must be clear, or willing to have the proctor inspect it)
  - Any resources your instructor or SAS have approved for the exam you are about to write

• All phones and electronics must be completely turned off. Any watches must be removed and placed in your bag prior to sitting for your exam.

• Any items not listed above must be placed in your bag and left on one of the hooks on the west wall. Your bag must remain on the wall for the entirety of the exam. If you do not have a bag, your items must be left with the exam proctor.

• You must arrive on time for your exam. If you have arrived at the test centre on time, but are not actually seated until after the exam’s start time, you will still receive your full testing time. If you arrive late for an exam, that time will be deducted from your test. 

• If you are more than 20 minutes late to an exam, you will be refused to write and will be sent to your instructor. Please note that this deadline will change to reflect what your instructor’s classroom policy states.

• You must be respectful towards the exam proctored at all times. Any disrespect or aggression will not be tolerated.

• New accommodations will not be granted the day of an exam. Your accommodation list is available in the SAS page of Online Services, and any changes to this will require a meeting with the Learning Advisor to be discussed.

• The rules of your classroom provided in the syllabus for each of your classes apply within the test centre as well. The academic integrity policies of Concordia University of Edmonton, as well as those asked of your instructors, will be upheld.

• If you are visibly ill, you will be sent away from the testing centre. In the event that this happens, LAS will work with you to reschedule your exam so that you may write in the testing centre on another date.

Note: Usage of the test centre means you agree to follow the rules mentioned here. This information is shown to you at during the exam booking process, and you must confirm you agree in order to continue with the exam booking.

Verifying Exam Dates

Accommodated students are responsible for booking any exams they intend to write with SAS through online services at least seven days in advance. 

When one of your students does this, you will receive an email asking you to confirm whether or not you have scheduled an exam for the date indicated. If you confirm the date, SAS will make any necessary arrangements for the exam, and any students who indicate the same course code and date will be added to the exam schedule automatically. 

Please Approve or Deny an exam as soon as possible so that we can properly schedule proctors and exam room(s).

Please approve or deny even if you are concerned that you might need to reschedule the exam or cancel it. When you reschedule an exam with students already booked, these students automatically get re-scheduled for this exam.

Don’t have the exam ready to upload yet? No problem, you can approve or deny an exam without having the exam ready to upload. 

Another good reason to approve or deny an exam as soon as possible is because students get confused when it says pending.

Uploading Exams

Final exams are extremely busy for the SAS exam centre. Every exam seating accommodates 25 – 40+ students taking a variety of exams from different courses. It is critical that exams be uploaded through online services at least three (3) business days in advance.

No Final?

If you do not have a final exam on the date assigned by the registrar, please let us know. We are often over capacity in the exam room and need to host SAS exams in several other spaces. If your students will not be writing an the exam on the date scheduled, we would very much like to know in order to be better able to schedule our rooms and focus on the exams that are taking place.

Please note that if any of your SAS students do not book their exam to write with SAS, or if they book late, this is not your responsibility.

Please do not leave materials with the proctors or exam administrator to hand out to your students such as marked class assignments. As we work with a number of students from several different classes, we cannot guarantee it will get to your student. 

If you are changing the date of your exam to either an earlier date/time or later date/time. PLEASE reschedule the exam through online services on the originally scheduled exam. DO NOT create a new exam. Rescheduling will bring all the students originally scheduled over to the new date/time.

Providing SAS with your Exam 

Exams are normally added after confirming the exam date. In order to allow SAS enough time to prepare exams and the accommodations, we ask that you upload your exam through SAS Online Services at least three business days prior to the exam. If your exam

Uploading Exam Files

The exams must be uploaded through the SAS portal in PDF format. If there is an audio portion to the exam, please email a copy of the audio file to sas@concordia.ab.ca and include the name of the class and exam time, as well as any restrictions on how many time the audio file may be played.

We ask that you upload your exam three business days in advance. The exam centre processes several exams on any given day for many students writing a wide variety of exams. We need time to print these exams as well as process any accommodations. Many exams require an alternate format, which can take time to process.

It is critical that exams be uploaded through online services. Due to the number of exams that we process from several different instructors, it is critical that the exams come from a single source.

What’s in it for you? No bothersome automatically generated emails reminding you to upload the exam!