Exam Accommodation Procedures and Policies (revised as of 7/28/2021)
Eligibility for exam accommodations is determined by the student's KOKUA Counselor during the KOKUA intake process. Students must complete a Service Agreement Form (SAF) each term/semester to include exam accommodations in their term-specific faculty letter. Contacting KOKUA after the term has started may result in a delay of accommodations.
Mānoa offers a host of online (synchronous, asynchronous, hybrid) courses and students should follow up with their professors for course specific exam procedures.
- After KOKUA students have completed an SAF requesting exam accommodations, KOKUA will provide exam accommodation details (e.g. time extension) to faculty to implement online.
- Online exams are generally administered by the professor and taken online in the same format as the rest of the class.
- Exam requests do not need to be submitted to KOKUA for individual online exams. Students should contact their KOKUA counselor at least seven (7) days before the exam if they have additional accommodation needs.
The remaining information in KOKUA’s Exam Accommodation policy refers to exams taken at KOKUA for in-person classes.
Examples of authorized in-person exam accommodations include but are not limited to:
- Extended time; Distraction-reduced space; Assistive Technology (JAWS, Kurzweil, Dragon, CCTV, etc.); Scribe Services; Answer sheet (scantron) transfer; Alternate format of the exam (e.g. braille, enlarged copy, Kurzweil file, etc.); Use of word processing software.
Students are asked to submit their in-person exam and/or quiz requests to KOKUA at least seven (7) days before mid-semester/term exams and three (3) weeks before the start of final exam week. With the large volume of exams arranged at KOKUA, late requests may not be accommodated.
Exam requests can be submitted by: completing a KOKUA exam request form, emailing email@example.com, calling (808) 956-7511 or (808) 956-7612 or walking into the office. KOKUA will send confirmation emails for requests submitted via email. Errors in the confirmation email should be reported to KOKUA immediately for correction.
The following information is required:
- Student name & phone number: (e.g. Audrey Hepburn, 808-888-8888)
- Date & time of exam: (e.g. September 6 at 10:30 AM)
- Course: (e.g. PACE 477)
- Standard length of time the class will receive: (e.g. 50 minutes, 75 minutes, 2 hours, etc.)
- Exam conditions: (e.g. closed book, no notes, use of calculator, etc.)
- Professor’s name and email address: (e.g. Dr. John Doolittle, Doolittle@hawaii.edu)
- Authorized accommodations requested: (e.g. Kurzweil copy, dark room, word processing, etc.)
KOKUA staff will contact the professor to plan for the exam based on the complete information provided.
Exams should be taken at the same time as the class. There are some exceptions where alternate times can be requested, such as when students have back-to-back classes and must start earlier or later to allow for time extension. The scheduled exam should not interfere with attendance in other classes. KOKUA also requires that exams with start or end times outside of KOKUA’s Monday-Friday 8:00 AM – 4:00 PM office hours be adjusted accordingly. All exams taken at different times must be approved by the professor.
- Exam takers are required to wear a mask before entering KOKUA and while remaining at KOKUA.
- Exam takers are expected to use the restroom prior to checking-in.
- Upon arriving at KOKUA for a scheduled exam, students will be asked to present:
- UH student ID
- Exam takers should not bring valuables to KOKUA. KOKUA is not responsible for lost/stolen/damaged items.
- Student bags will be placed in a designated area. Access to bags or personal items are restricted once check-in is completed and the exam has started.
- The following items cannot be accessed once the exam has started:
- Unauthorized notes/books
- Electronic devices: cell phones, laptops, tablets, smart watches, etc.
- Personal items: backpacks, bags, purses, pencil cases, eye glass cases, etc.
- Food and drinks (unless medically prescribed)
- KOKUA staff will adhere to social distancing during exam check-in and set-up.
- Exam desks and testing areas will be sanitized regularly.
- Students are responsible for all personal exam materials needed (i.e. pen, pencil, calculator).
- KOKUA staff will assign a testing area/room for the exam.
- Once the exam has started, exam taker must remain in the assigned testing area/room.
- Faculty instructions/exam conditions will be reviewed before the exam.
- Students will be asked to sign a document acknowledging the stated conditions of the exam and agreeance to abide by these conditions.
During The Exam:
- The KOKUA office restroom will be available for restroom emergencies; however, students are expected to ask for permission from a proctor. Restroom use during exams will be logged and may be communicated back to the professor. Unauthorized, frequent, or extended use will be reported as an irregularity and may raise academic honesty concerns.
- Students are responsible for communicating if the exam instructions or conditions are unclear.
- Students are responsible to ask any exam questions immediately, by stopping the exam and seeking assistance from a KOKUA proctor. The proctor will attempt to contact the professor or will ask for a note to the professor, explaining the problem or question, which will then be returned with the exam.
- KOKUA proctors will be monitoring all exams closely and may enter the exam testing area/room at any time to check on exam conditions.
- Exam security is taken very seriously by KOKUA. If testing irregularities are observed or if there is suspected evidence of cheating, the exam will be stopped, and all materials will be confiscated to be turned in to the appropriate faculty member with an incident report filed with the Office of Student Conduct. As a result, students may be charged with academic misconduct, which may result in dismissal from UH Mānoa.
Turning In Exam:
- Students are expected to review all exams for completeness. It is a student’s responsibility to ensure that all questions are answered, and all pages are submitted.
- Once the exam is completed, the exam and any other materials (scratch paper, notes to turn in, scantron) will be turned in to KOKUA staff.
Cancellation, Lateness, Illness And Rescheduling:
- If feeling ill, exam takers should not come to KOKUA.
- It is the student’s responsibility to contact the professor immediately if unable to take the exam due to illness or an emergency. KOKUA functions as the proctor and we are not able to set the terms for postponing or rescheduling any exam on behalf of the professor.
- If the professor approves a “make-up” date, it is the student’s responsibility to initiate the exam request process to reschedule the exam.
- Students are expected to arrive and start on time to take scheduled exams at KOKUA.
- For any late arrival beyond 20 minutes, KOKUA will not administer the exam and the student must follow-up directly with the professor.
- If a student is late (up to 20 minutes) the amount of time will be deducted from the total allotted exam time.
- Students are not allowed to use allotted exam time and time extension to study.
- Students should contact KOKUA as soon as possible with any changes to the scheduled exam at KOKUA.
- When students do not show for a scheduled exam, KOKUA will return the un-proctored exam materials to the professor with “no show” notification.
KOKUA’s Final Exam Schedule:
- Students are required to adjust their start times to fit KOKUA’s modified final exam schedule. Final exams will start at KOKUA at 7:15 AM, 9:15 AM, 12:15 PM and 2:30 PM.
- Due to space limitations, students may be assigned to take their final exam at an alternate location.
Questions or concerns about exam accommodations at KOKUA should be communicated with the student’s KOKUA Counselor immediately.