Exam Accommodation Procedures and Policies (revised as of 06/30/2023)

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 in-person and online (synchronous, asynchronous, hybrid) courses and students should follow up with their professors for course-specific exam procedures.

Exam date/time:

  • Exams should be taken at the same time as the class.
  • If a different start time is required for disability-related reasons, students should speak with their Professor and/or KOKUA Counselor. All different start times must be pre-approved by Professors.
  • The scheduled exam should not interfere with attendance in other classes. When students have back-to-back classes, they may request adjusted start times to allow for time extension.


  • Faculty implement online exam accommodations (e.g. time extension) after they receive KOKUA’s faculty letter.
  • Online exams are generally administered by the professor and taken in the same format as the rest of the class.
  • Individual online exam requests do not need to be submitted to KOKUA.
  • Online exams proctored in the physical classroom are regarded as in-person exams (see below).


  • Exam accommodations are often not available in the classroom (e.g. back-to-back classes).
  • Students need to ask professors if they can be accommodated in the classroom. If this is not possible, students need to follow KOKUA’s exam request deadlines.
  • Some lab exams with specialized equipment or materials may need to be taken in the classroom. If special accommodation is needed, students should speak with their Professor and/or KOKUA Counselor.


The remaining information in KOKUA’s Exam Accommodation policy refers to in-person exams at KOKUA for in-person classes.

Exam Requests:

Students should submit their in-person exam and/or quiz requests to KOKUA as early as possible, but no later than the appropriate deadlines:

  • Mid-semester/term exams/quizzes: Seven (7) days before.
  • Finals: The Monday three (3) weeks before final exam week.

IMPORTANT: With the large volume of exams arranged at KOKUA, late requests may not be accommodated.

Exam requests can be submitted by:

KOKUA will send confirmation emails for requests submitted via email/online form. Errors in the confirmation email should be reported to KOKUA immediately for correction.

The following information is required:

  1. Student name & ID number: (e.g., Audrey Hepburn, ID#: 88888888)
  2. Date & time of exam: (e.g. September 6 at 10:30 AM)
    • In-person exams need to be completed between 8:00 AM – 4:00 PM, Monday – Friday
  3. Course: (e.g. PACE 477)
  4. Standard length of time the class will receive: (e.g. 50 minutes, 75 minutes, 2 hours, etc.)
  5. Exam conditions: (e.g. closed book, no notes, use of calculator, etc.)
  6. Professors name and email address: (e.g. Dr. John Doolittle, Doolittle@hawaii.edu)
  7. Authorized accommodations requested: (e.g., Kurzweil copy, dark room, word processing, etc.)

If exam conditions or accommodations change after submitting your request, please call/email KOKUA with the changes.

Several days prior to the exam, KOKUA staff will contact the professor to plan for the exam based on the complete information provided.

Exam Check-In:

  • Exam takers are expected to use the restroom prior to checking-in.
  • Upon arriving at KOKUA for a scheduled exam, students should present a UH student ID.
  • Students are expected to arrive and start on time to take scheduled exams at KOKUA.
    • If a student is late (up to 20 minutes) the amount of time will be deducted from the total allotted exam time.
    • For any late arrival beyond 20 minutes, KOKUA will not administer the exam and the student must follow-up directly with the professor.
    • Students are not allowed to use allotted exam time and time extension to study.
  • 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 are not allowed in exam areas:
    • Unauthorized notes/books
    • Unauthorized 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)

Exam Set-Up:

  • Students are responsible for bringing all personal exam materials needed (i.e., pen, pencil, calculator).
  • 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.
  • Students are responsible for communicating if the exam instructions or conditions are unclear.
  • 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.

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 should immediately report exam or accommodation concerns to a proctor (e.g. incomplete exam pages, issues with the test environment, etc.)
  • Students are responsible to ask any exam questions immediately and seek assistance from a KOKUA proctor. KOKUA may attempt to contact the professor but we cannot guarantee that questions will be answered. In cases where questions remain, students should follow-up with their Professor.

Exam Integrity:

  • Exam security is taken very seriously and cheating will not be tolerated at KOKUA.
  • KOKUA proctors monitor exams closely and have the right to inspect a student’s workspace.
  • Students are required to comply with proctor requests and adhere to the Student Conduct Code. Unwillingness to comply with proctor requests will be reported as an exam irregularity.
  • Any testing irregularities or evidence of cheating will result in stopping the exam. All materials will be confiscated and turned in to the professor with an incident report filed with the Office of Student Conduct. Students may be charged with academic misconduct, which could result in dismissal from UH Mānoa.

Turning In Exam:

  • Students are expected to keep track of and turn in their exams by their end times.
  • 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.
  • Students should turn in the exam, along with the yellow proctor sheet and any other materials (scratch paper, notes to turn in, scantron) to KOKUA staff.

Cancellation, 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 should inform KOKUA if they no longer need to take their exam at KOKUA, for example, if students drop a class or make alternate arrangements with their professor.
  • When students do not show for a scheduled exam, KOKUA will return the un-proctored exam materials to the professor with a “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:
    • 7:30 AM → 7:15 AM
    • 9:45 AM → 9:15 AM
    • 12:00 PM → 12:15 PM
    • 2:15 PM (and later) → 2:30 PM
  • Due to space limitations, students may be asked to take their final exam at an alternate location.
  • KOKUA does not permit rescheduling final exams for non-disability-related reasons.


  • Questions or concerns about exam accommodations at KOKUA should be communicated with your KOKUA Counselor immediately. Students should contact their KOKUA counselor at least seven (7) days before the exam if they have additional accommodation needs.