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Test and Exam Protocol

This page is for faculty who have students using the Test Centre. It is the student's choice whether or not to write a quiz, test, midterm, or final exam with their class or in the Test Centre. Students must book with the Test Centre at least seven days before the test date. Faculty should be aware of the procedures for supporting students who are using the Test Centre.

DOWNLOAD THE Test Centre Invigilation Cover Sheet

Protocols differ for midterms and final exams, please review them below.

Hours for Picking Up Tests or Exams

  • Monday, Tuesday, Thursday and Friday: 8:30 a.m. to 4 p.m.
  • Wednesday: 10 a.m. to 4 p.m.
  • Closed daily from noon to 1 p.m.
  • After hours arrangements to pick up can be made upon request by emailing sasexams@ontariotechu.ca.
  • Scheduling and Uploading Tests and Exams

    Uploading Instructions

    1. Go to the Faculty Portal.
    2. Click Go to Schedule.
    3. Log in using your network login and password (not your Blackboard password).
    4. Once you have logged in, click Courses. Under the options column, click Tests & Exams for the course that you are uploading for.
      • If there is already a date and time for your test or exam, click Confirm/Edit. Verify that the information is correct. If it is incorrect, you can modify the existing test date as your student(s) has entered the information incorrectly.
      • If there is no existing information, enter the date of your test or exam under the Tell us about an upcoming test and click Add this test. 
    5. Select the correct course and section from the dropdown menu. Check the This is a final exam box only if it is a final exam.
    6. The date of the test should already be populated from the previous screen. If it is not, then enter it again.
    7. Enter the time that the class will start the test or exam. The times are set at fifteen-minute intervals, so enter the time manually if the presets do not match your class test or exam time. Enter the end time for the class test or exam. This is the time you allocate for all students to write the test or exam. Extra time accommodations for students registered in the Test Centre is calculated based on this information. Click Next.
    8. Review the students who have already scheduled tests or exams for this class (this may be blank depending on whether students have signed up or not yet). Once the test or exam information has been submitted, you will be able to check back to see if any additional students have signed up. You will also receive automated reminders via email seven days and two days before each test or exam date if you have not yet uploaded. Click Next.
    9. Test information for Course/Section – Check the appropriate boxes for the Materials Authorized and the Test Format and provide any additional information or instructions in the Other Invigilation Instructions This is our Invigilation Cover Sheet, which is automatically generated for each of your students and attached to the outside of their exam envelope.
    10. Confirm exam details for Course/Section – Review the information provided on this screen to ensure that the details are correct.
      • If anything is incorrect, click Previous to correct.
      • If your test or exam is ready, upload it by following the instructions under File upload. This will go directly from your computer to our server and cannot be intercepted by an email sniffer. If your exam is not yet ready, you may upload it later through this same page.
      • You may print this information by clicking Please print a copy for your records.
    11. Click Submit changes to submit the test or exam information.

    Revised Tests and Exams

    The Test Centre Office understands that sometimes professors find errors or may make last-minute revisions to their tests or exams. If you have previously uploaded a test or exam, please DO NOT upload another copy. Most likely, the Test Centre Office has already printed and packaged for your student(s). If you have already uploaded a copy, please drop off hard copies to the Test Centre Office. The Test Centre Office will work with you to ensure the correct test or exam version is packaged. The Test Centre Office asks that faculty members remove and discard outdated tests and exams to help maintain test integrity.

    Uploading Multiple Documents

    You can upload more than one document through the Faculty Portal for the Test Centre to print. Professors often have additional documents that complement their tests and exams (e.g. approved formula sheets, image libraries, cases and more). Please follow the same uploading instructions as you did for uploading your test or exam.

    DOWNLOAD A PDF OF THE SCHEDULING AND UPLOADING TESTS AND EXAMS Information

  • Hard Copies of Tests and Exams

    If you are dropping off tests or exams to the Test Centre Office, please note that each one needs to arrive packaged in a separate envelope with the Invigilation Cover Sheet attached. If you require packaging materials, the Test Centre Office will provide you with envelopes and help to make copies of your Invigilation Cover sheet if needed.

    In order for the Test Centre Office to print and package tests and exams, a copy of the test or exam must be uploaded at least three business days prior to your test or exam.


The student must register to write in the Test Centre at least seven days in advance of a quiz, test, or midterm. Keep in mind, Student Accessibility Services is required to provide accommodations to all students with verified needs as mandated by the Ontario Human Rights Code, so there may be some last minute test or exam signups.

Your Responsibilities

Before a Test or Exam

  • You will receive an automated email confirmation for each student test booking.
  • Log on to the Faculty Portal at least three business days before the test or exam to upload the exam and fill out the Test Centre Invigilation Cover Sheet. The Test Centre Invigilation Cover Sheet will be used by the invigilator to administer your test or exam.
  • If it is less than three business days before the test or exam, deliver one hard copy of the exam and one Test Centre Invigilation Cover Sheet for each student writing.
Day of Test or Exam Upload Deadline to Faculty Portal for Printing
(3 business days prior to test or exam)
Saturday Wednesday by 11:59 p.m.
Sunday Wednesday by 11:59 p.m.
Monday Wednesday by 11:59 p.m.
Tuesday Thursday by 11:59 p.m.
Wednesday Friday by 11:59 p.m.
Thursday Monday by 11:59 p.m.
Friday Tuesday by 11:59 p.m.

Alternate Formats of Tests and Exams

  • You are required to provide an electronic copy in case a student needs an alternate format.
  • Electronic copies of the test must be uploaded to the Faculty Portal at least three business days prior to the scheduled test or exam. This allows sufficient time for SAS staff to convert the test into an alternate format.

During a Test or Exam

  • Please visit your students who are writing in the Test Centre to address any questions or concerns they may have. This allows students in the Test Centre to have the same access as those who are in the classroom.

After the Test or Exam

  • You may return to the Test Centre to pick up your tests once all of your students have finished writing. Please ensure that you have your faculty ID with you.

The student must register to write in the Test Centre three weeks prior to the start of the exam period. Keep in mind, Student Accessibility Services is required to provide accommodations to all students with verified needs as mandated by the Ontario Human Rights Code, so there may be some last minute test or exam signups.

Your faculty exam administrator will be sent a list of students who have signed up to write a final exam in the Test Centre. They are responsible for the following:

  • Providing each faculty member with a list of students who will be writing in the Test Centre.
  • Outlining requirements for hard copy and electronic copies of each exam.
  • Coordinating the delivery and pick-up of your exams with the Test Centre.

Your Responsibilities

Before a Final Exam

  • Upload an electronic copy of your final exam on the Faculty Portal so that the Test Centre can create an alternate format for the student.
  • Complete the Test Centre Invigilation Cover Sheet on the Faculty Portal.
  • Log in to the Faculty Portal at least three business days before the final exam to upload the exam and complete the Test Centre Invigilation Cover Sheet. The Test Centre Invigilation Cover Sheet will be used by the invigilator to administer your exam.
  • If it is less than three business days before the test or exam, deliver one hard copy of the exam and one Test Centre Invigilation Cover Sheet for each student writing.

During a Final Exam

  • Please visit your students during the final exam in the Test Centre to address any questions or concerns they may have. This allows students in the Test Centre to have the same access as those who are in the classroom.

After the Final Exam

  • You may return to the Test Centre to pick up your exams once all of your students have finished writing. Please ensure that you have your faculty ID with you.

Deferred Exams

The Registrar’s Office schedules the dates and times of the deferred exams and shares this information with the Test Centre Office. Once this information is known, the Test Centre Office will manually book students into the ClockWork system. You should receive the seven-day reminder email to upload a copy of your deferred exam to the Faculty Portal. As the turnaround time is short with deferred exams, you might receive emails from the Test Centre Office less than seven days before the deferred exam asking you to upload to the Faculty Portal so that the Office can print and package the deferred exam for your student(s).

In some cases a student experiences a conflict with scheduled tests or exams, usually for these reasons:
  • Exam schedules are in direct conflict with approved accommodations, for example, allowing no more than one exam in 24 hours.
  • Two exams overlap due to time extensions.
  • On rare occasions, if two students who require the same piece of assistive technology are scheduled to write at the same time and there is only one piece of equipment, one of the students may have to write at another time.
  • Medical needs that prevent students from writing before or after a certain time of day.
In these situations, the student must:
  • Make you aware of the conflict.
  • Book an appointment with their counsellor or advisor for further action.

In these situations, it is Student Accessibility Service's standard process is to:

  • Adjust the date and time of the second exam that is creating conflict.
    • This exam is the most often moved to the deferral period, unless this move creates another conflict, In which case an alternate date/time will be proposed.
    • Student Accessibility Services will coordinate this with faculty
In situations that a student's final exam schedule is in conflict with their approved accommodations:
  • Student Accessibility Services will work with the Registrar's office to appropriately reschedule the exam.
  • The Registrar's Office will coordinate this with faculty and Student Accessibility Services.

Note: Conflicts for personal (non-disability) reasons are not accommodated by Student Accessibility Services. but we work with students and faculty to ensure students are appropriately accommodated if a reschedule date is granted.

In the case of the illness, students must follow the same protocol as all other students. In addition, they must advise Student Accessibility Services.