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In accordance with our student scheduling policies [LINK], students are expected to schedule their exams with the ATO at least 3 business days in advance of the exam date. Faculty who schedule exams or quizzes with less than 3 business days notice to students should contact the ATO as soon as possible to facilitate scheduling students.

Faculty will receive an email when a student has scheduled with the ATO. This email contains instructions for uploading the exam information and copy (if applicable).

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The ATO proctors exams based on faculty direction. It is critical that faculty provide complete, accurate, and timely information to the ATO to ensure the smoothest experience for everyone.

All exam material and information should be uploaded to the Accommodations Hub and associated to the scheduled exam or provided to the ATO no later than the afternoon before the scheduled exam. In situations necessitating later delivery, faculty are expected to contact the ATO to communicate the expected delivery time. Faculty will receive several communications requesting exam copies:

1. Automated exam reminders will be generated for faculty when no exam copy is present in the Accommodations Hub. Due to the nature of online exams, faculty may continue to receive these notifications even if information has been added to the system.
2. The ATO will send an additional reminder the afternoon prior if we have still not received a copy.
3. On the day of the scheduled exam, ATO staff will attempt to contact faculty via email, teams, or phone to request the exam copy as soon as possible.
4. If no exam has been received within 1 hour of the scheduled time, the ATO will contact departmental offices or chairs to assist with acquiring the exam.
5. If no exam has been received by the scheduled time, the ATO will reschedule the student for another date or time.

Ensure all supplementary material being provided to the course are also uploaded – including formula sheets, reference charts, etc. If faculty are providing additional materials that cannot be uploaded such as Scantron sheets, Green books, etc., these should be dropped off in the ATO in Plaza 124. Students should not be penalized for using alternative answering methods if faculty have failed to provide the material to the ATO.

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There are several additional considerations for online exams. Faculty administering online exams should adhere to these additional considerations. Students may be permitted to reschedule their exam if faculty fail to abide by these additional items.

• Please verify the password provided to the ATO is correct. Any changes to exam passwords must be communicated immediately with the ATO.
• Faculty are responsible for ensuring all exams are configured for the appropriate extended time within Canvas. The ATO does not have any access to Canvas courses.
• Ensure the exam is open for the student’s full scheduled time, including the submission deadline.
• For students granted an extension on the exam deadline, ensure the Canvas module is reopened for them.
• In the event issues are encountered, the ATO will attempt to contact faculty to the greatest extent possible. If the faculty cannot be reached, the ATO will contact the department office.

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The ATO will make every attempt to abide by faculty policies for exams. In the event this information is missing or incomplete, the ATO will use one or more of the following approaches:

• Attempt to contact the faculty to confirm.
• Request students show written confirmation of exam parameters in either email or Canvas form.
• Duplicate instructions from a previous exam for the same faculty and course.
• Allow the student to take the exam under a no open book and no open notes parameter.
• Request the faculty permit the student to reschedule for another time.

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When completing the exam information, faculty may choose if they would like the completed exam to be returned via secure upload to the Accommodations Hub or to pick up a physical copy from the ATO.

Secure Upload: Faculty will receive an email notification when the exam has been uploaded. This email contains instructions on where to find the exam, but are welcome to contact the ATO for assistance if needed. Hard copies of uploaded exams are retained for 1 week and then securely destroyed.

Pick Up: Faculty will be expected to retrieve the hard copy of the exam within 1 week of the exam date. The ATO may send reminders to faculty who have not yet picked up exams. Exams not picked up within 2 weeks of the exam date may be uploaded to the Accommodations Hub and securely destroyed.

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