FACULTY HANDBOOK:

EXAM ACCOMMODATIONS

GUIDELINES FOR UNDERSTANDING

THE DSP ONLINE SYSTEM AND EXAM ACCOMMODATIONS

TheDisabledStudentsProgram(DSP)utilizestheonlineDSPServicesPortaltocoordinatedisability
servicesforregisteredstudentswiththeprogram.

Allaccommodationsarebaseduponthedocumentationthestudentpresentsfromtheirmedical
provider,andtheinteractiveprocesswiththeirDisabilitySpecialist.Studentactivatetheir
accommodationeachquarterafterreviewingthesyllabusoftheirclass.

WhatisaReasonableAccommodation?

ThetermreasonableaccommodationisusedbytheADAandtheADAAAtomodificationsmade
intheeducationalenvironmenttohelpcreateanequaleducationalopportunityforan
otherwisequalifiedstudenttofulfillcourserequirements.Theseacademicadjustments,or
accommodations,limitasmuchaspossibletheeffectsofthedisabilityontheirperformance.

HowdoIknowthattheaccommodationrequestedbythestudentisappropriateand
legitimate?

IfyoureceiveanInstructorLetter,preparedbyaspecialistatDisabledStudentsProgram,you
canbeassuredthatthestudenthasprovidedtheUniversitywithproofofadisabilityunderthe
legaldefinitionoftheword.Thestudentwillonlybeallowedtorequestaccommodationswhich
havebeendeemedappropriategiventhenatureofthespecificdisabilityanditsimpactonthe
student.Astudentwhomakesaclaimtoyouregardingdisabilitybuthasnotsubmittedan
instructorlettercanbereferredtoDisabledStudentsProgramtobegintheapplicationprocess
toourprogram.

Thisactivationisatwostepprocessinitiatedbythestudentwhichrequiresthemtosubmitan
InstructorLetterandProctorRequest.

INSTRUCTOR LETTER
ThefirststepisthestudentsubmitsanInstructorLettertotheprofessorthroughtheDSPServices
Portalwillbedeliveredasanemail.

ThisInstructorLetteristhefirstcontactthestudentmakeswiththeirprofessorconcerningexam
accommodations.StudentssendtheirletterstoInstructorstoinformthemthatanaccommodationhas
beenapproved,andtheymayrequestexamaccommodationsfortheirclass.Thesubjectheadingofthe
emailinformingtheInstructoroftheletterstatesNOACTIONREQUIRED.
TheADAAArequiresthisnotification,andtheInstructorLettersaresentbythestudenttoactivatetheir
servicesforthequarter.Itisanautogeneratedletterthatgoestotheprofessorwhenastudent
requeststheiraccommodation.

ThefirstparagraphgivesabriefoverviewofDSPandwhytheletterisgenerated.Italsostatesthatthe
accommodationslistedmaynotfityourindividualclassformat.

Thestudentsaccommodationsarethenlisted,including:

CONSIDERATIONOFAHEALTHCONDITION
forstudentswhoseconditionsareperiodicandepisodicinnature,andflareups,whichcould
interferewithscheduledexams;studentsareinstructedtocontacttheInstructorandDSPbefore
theexamtoinformabouttheflareup;DSPandtheInstructorconsultaboutreschedulingtheexam
whentheflareupsubsides,andthestudentisincontactwithDSPabouttherecoveryfromtheflare
up).

EXTENDEDTIMEFOREXAMS
Ifastudentsdocumentationindicatesadditionaltimeisnecessarytomitigatethesymptomsofthe
conditiontheyarelivingwith,thestudentisapprovedfor150%or200%extendedtime(or50%or
100%morethanwhattheclassisgiventocompletetheexam).Thisisseparatedinvariousexam
conditions(essay,problemsolving,shortanswer,ormultiplechoiceexams).

Anexampleofextendedtime:

150%time
50mincourse=75minexam
1hr15mincourse=1hr53minexam

200%time
50mincourse=1hr40minexam
1hr15mincourse=2hr30minexam

FinalExams
150%time=4hr30min(endby10:30pm)
200%time=6hours(endby10:30pm)
Note:universitypolicystipulatesallexamsmustendby10:30pmduetosafetyof
studentsandproctors

MODIFIEDEXAMFORMAT
Examsmayneedtobeprovidedinadifferentmediumorformat:1416pt.font,onspecificcolored
paper,anelectroniccopytobeusedbyastudentsadaptivetechnology,includingalaptop(DSP
issued),orapersonalBraillingmachine,etc.


EQUIPMENT
Fourfunctioncalculator:IssuedbyDSPandthestudentsresponsibilitytopickupanddropofffrom
theDSPoffice.

Spellchecker:IssuedbyDSPandthestudentsresponsibilitytopickupanddropofffromtheDSP
office.

Laptop:IssuedbyDSP,withonlytheoperatingsystemandMSWordinstalled,nointernetaccess,
pickedupbythestudentbeforetheexam,passwordprotectedsonothingcanbepreloaded.

EXAMTRACKER
Theproctorfollowsalongtoensurethescantronisfilledoutaccurately.

EXAMWRITER
Ascribeforstudentswithupperbodytemporaryorpermanentinjuriesorconditions.

ALTERNATEEXAMSETTING
AnexamwithonlyDSPstudents.Studentswithvarioustimeparameters(150%and200%)canbe
groupedintoanalternatesetting,howevertheendtimemusttakeintoaccountthe200%time.
StudentsnotregisteredwithDSPcannotbeallowedintotheexam.

PRIVATEEXAMSETTING
AnexamwithonlythestudentandtheDSPProctorinanalternatelocation.NootherDSPstudents
maybeaddedtothisaccommodation.

GUIDELINES FOR ALTERNATE AND PRIVATE LOCATIONS

FOR ACCOMMODATED EXAMS

DSPProctoredExamsareacademicaccommodationsthataredesignedtomitigatetheimpact
symptomsofaphysical,emotionalconditioncanhaveforastudentduringanexam,quizormidterm.
Thisisdesignedtoreducedistractions,andprovideamoresuitableenvironmentforastudentto
performtheirbestonatimed,inclassevaluation.

Thestandardalternateorprivatelocationisadepartmentalspaceoranyavailableclassroomthatis
securedthrutheSchedulerintheRegistrarsoffice:https://registrar.sa.ucsb.edu/RoomRequest.aspx.

SomedepartmentshaveaProxythatactstosecurethesespaces,whileotherdepartmentsleavethis
responsibilitytotheindividualfacultymembers.

Ifyouhaveanyquestions,feelfreetocontactDSPat8058932668

APPROPRIATESPACES NOTAPPROPIATESPACES

Conferenceroom Breakroom

Smallclassrooms Copyroom

Professorsoffice Hallwayoutsideofaclassroom

Librarystudyrooms(privateroomsonly) Thelibrary(exceptinaprivateroom)

Courtyardoutside

SharedTAoffice

PROCTOR REQUEST
Ifastudentrequirestheuseoftheirservicesforanexam,theywillproceedtothesecondstep:
SubmittingaProctorRequest.

StudentsareadvisedduringtheirinitialappointmentwithDSPtosubmittheserequestsatleast10days
inadvanceoftheexam(theyareadvisedtosubmitthematthebeginningofeachacademicquarter)to
ensuretheycanbearrangedfor.AccordingtoADAguidelines,everyattemptmustbemadeto
accommodateastudentwithdisabilities.DSPwillworkwithyoutoattempttoaccommodatethe
student.However,thisdoesnotguaranteethatthestudentwillbeaccommodated.

Thestudentwillsubmitthedateandwhichspecificaccommodationstheyrequireforthatparticular
exam,andsubmitsittotheInstructor.

A student may not always require the use of all of their services that are listed in
the Instructor Letter for an exam. Instructors and proxies are only required to
accommodate for the services the student has officially requested through the
Proctor Request.

ExampleoftheProctorRequestEmail:

ANewProctorRequestHasBeenSubmittedfor(@CourseName)for(@ExamDate).PleaselogintotheDSP
system(usingyourUCSBnetIDandpassword)toviewthenewproctor

request:https://dsp.sa.ucsb.edu/Services/Login.aspxandproceedwithoneofthefollowingoptions:

1)Pleasecompletetheaccommodationdetailsfortherequest.InstructionsonhowtousetheDSPportal
andsetexamparameterscanbelocatedonourwebsite:http://dsp.sa.ucsb.edu/facultyproxy/usingthe

dspportal.

Ifyouareunabletolocateanexamroomwithinyourdepartment,theOfficeoftheRegistrarmaybeableto
helpyoulocatearoom.Pleasefillouttheironlineroomrequestform:

https://registrar.sa.ucsb.edu/RoomRequest.aspx

2)Ifyouhavealreadycreatedanaccommodationforthisdate,pleasecontactKateLuceroatlucero
k@sa.ucsb.eduor805.893.6077or805.893.2668asthespecifiedcapacityof10orbelowmayhavebeen

metandDSPwillneedtomanuallyaddthisnewrequesttotheaccommodation.

Thankyouforyourassistance.


COMPLETING AN ACCOMMODATION REQUEST

WhenyoulogontotheDSPServicesPortal(https://dsp.sa.ucsb.edu/Services),youwillbeabletoview
theproctorrequestdetailsincludingthestudentsname,date,andthedetails.

Uponlogginginyouwillbegreetedwithascreendisplayingseveraltabs:InstructorLetters,Proctor
Requests,ExamAccommodations,ManageCourseContactsandLogout.

Toviewthespecificdetailsoftherequest,youwillclickViewRequest.

Belowtherequest,aformwillgeneratewhereyoucaninputtheexamparameters,includingthe
studentsextratimeandalternateexamlocation.ThestudentandDSPprovidedproctorwillhaveaccess
toallofthesedetailsaftertheyhavebeensubmitted[seenextpage].

 1. Thesystemwillautomatically
groupupto10studentsinto

anaccommodationsolongas
theextendedtimeand
settingmatch.

2. Thesystemwillautomatically
populateanyassociated
examlocation. requeststhattheinstructor
canclickontogroupintothe
accommodation.Double
checkthatthe%oftimeis
correct.

3. PickUp/DropOffLocation:
WheretheDSPProctorwill
pickupanddropoffthe

exam.Typicallythelecture
halloradepartmentoffice.

ExamStart/EndTime:Exam
timefortheDSPstudent
INCLUDINGtheirextended
time.
ExamLocation:Alternate
locationtheprofessoror
departmentschedules.

4. IftheinstructororTAwillbe
proctoring,pleaseclickthe
appropriatebox.Noindicates
aDSPproctorwillbeneeded.

5. Ifallstudentsareallowedto

useadditionalmaterials,
clickingYeswillopena

textboxinwhichthe
instructorcanwriteoutthe
materials.Studentswillbe
abletoseethissection.

6. Inputanyadditional
instructionsregardingthe
exam(dropofflocation
specifics,contact#oremail).
Onlyproctors,DSPandexam
creator(instructor/proxy)can
seethis.
CompletedproctorrequestswillbemovedfromundertheProctorRequeststabtotheExam
Accommodationstabtoindicatethattheinformationrequiredfromyouhasbeenprovidedtoour
office.

YoumayviewthedetailsoftheexamassignmentbyclickingontheViewAccommodationbutton.You
mayalsoeditthedetailsoftheassignmentupuntilthetimewehaveassignedaproctor,afterwhichthe
onlychangesthatmaybemadearetotheroomlocationsunlessyoucontactouroffice.

MANAGE COURSE CONTACTS

IfyouwouldlikeyourTAstobeabletofillinthedetailsofProctorRequestsonyourbehalf,youwill
needtofirstdesignatethemasacoursecontact.

ClickontheManageCourseContactstabandthenclickontheappropriatecourseforwhichyouwould
liketoasacoursecontact.AlistofyourcurrentTAswillbedisplayedandyoumayselectoneormore
thatyouwishtogivepermissiontocompleteProctoringRequestsonyourbehalf.

Please note that the DSP system can ONLY display teaching assistants who have
been associated with your course in the STAR/COMPLETE system (aka the
mainframe). Please contact your departments undergraduate advisor if you do
not see your TA available as an alternate contact.

AUTO-GROUPING
Thesystemwillautogroup10studentsautomaticallyunlessyoumanuallyputinanamount
between110.
Ifyouwouldliketoincreasethemaxabove10,pleasecontacttheProctorCoordinator.
Studentswithalternateaccommodationsettingswillgroupwithoneanother.
StudentswithaprivatesettingmustbeinaroomontheirownandwillNOTautogroupinto
anyaccommodation.
150%requestswillautogroupwith150%requestsunlessthereisnoexisting150%
accommodation.Ifyouhavesetupa200%accommodationthenthe150%requestswillgroup
intothataccommodation.

If you set up a 150% accommodation and receive a 200% request you would like
to be added, please contact our office as we will need to edit the end times and
ensure our proctor can stay to proctor the additional time. 200% students will not
group into a 150% accommodation automatically. They will need to be manually
added.

Studentsthatneedtobeaddedafterthemaximumquotahasbeenmetwillneedtobe
manuallyaddedbyDSP.Pleasecallx2668orx6077.

DSP SYSTEM EMAILS

AninstructorwillreceiveemailsautomaticallygeneratedbytheDSPsystemwhenthefollowingtakes
place:

AstudentsubmitsanInstructorLetter.
AstudentsubmitsaProctorRequest.
Astudentisautomaticallygroupedintoanaccommodationcreatedbythatinstructor.
Anyexamdetailshavebeenedited(typicallybyDSPwhencommunicatedtodosobythe
instructor).
Anotehasbeenaddedtotheaccommodationbytheproctor,DSPorproxy.
Theaccommodationhasbeencancelledbythestudent.


POP-QUIZZES
Studentsmayapproachyouaboutsettingupaccommodationsforpopquizzes.DSPwillprovide
proctorsinthisscenario.PleasecontacttheProctorCoordinator(lucerok@sa.ucsb.eduorx6077)to
begintheprocess:

1. ProctorCoordinatorwillrequestalldatesofpopquizzesfromtheprofessor.
2. Professorwillsecureanalternatelocationforthepopquizzes.
3. ProctorCoordinatorwillsecureaproctorforthepopquizandnotifytheprofessorandstudent
whotheproctoris.
4. ProfessorannouncespopquizinclassandDSPstudentsknowtheyneedtoproceedtoalternate
locationtoreceiveaccommodations.

If the quizzes are at the beginning of lecture, the students can start the quiz
before class. If the quizzes are at the end, the students can leave the class and
travel to the alternate location for their full extended time.

5. Proctorwillpickupexamsfromthedepartmentofficeorwherevertheprofessorspecifiesand
thendelivertodesignateddropofflocationspecifiedbytheprofessor.

MAKE UP EXAMS
StudentsmayneedtomakeupanexamfromvariousreasonsbutDSPmustreceivewrittenapproval
fromtheinstructorbeforeproceedingwiththemakeupprotocol.

1. Ifthestudentiscurrentlyenrolledintheclassforthequarterheorshecanjustsubmitaproctor
requestforthenewdate.
2. Ifthestudentisnotenrolledinthecourseforthequartertheaccommodationneedstobe
handledoutsidetheDSPsystem,viaemail.
Thestudentwillneedtoreachouttotheirprofessorrequestingpermissiontoretaketheexam.
ThestudentwillneedtocopytheProctorCoordinator.IftheprofessoragreesthentheProctor
Coordinatorwillsendtheprofessororproxyanemailwithanexamparameterstemplatethat
willneedtobecompleted.
3. Ifthestudentisnotenrolledinthecourse,butwantstobegroupedinanexisting
accommodation,thestudentstillmustreceivepermissionfromtheirprofessor.
Iftheprofessorgrantsthestudentpermission,theProctorCoordinatorwilladdthenameof
thestudentinthenotesectionoftheaccommodation.


STUDENTS WITH OVERLAPPING EXAMS

Itisthestudentsresponsibilitytoalerttheirinstructorand/orproxyandDSPiftheyhaveoverlapping
examsinatimelymanner.DSPcannotadjustdayofchanges(example:studentcallsDSPthedayof
theirexamstosaytheyhaveoverlappingexams)asthismay:

1)Requirethedepartmenttolocateanewroomwhichisnotalwayspossiblelastminute.

2)RequireDSPtohireaproctorwhichisnotalwayspossiblelastminute(especiallyduringfinalsweek).

DSPMUSTreceive,inwriting(anemailtotheProctorCoordinatorissufficient)fromtheinstructorthat
anexamcanbeadjustedtoanewtimebeforetheofficewillcancelanaccommodationtorescheduleor
changethetime.

ADDITIONAL TRAINING
Ifyouwouldliketorequestaoneononeorgrouptrainingforcurrentorincominginstructorsor
departmentstaff,pleasecontactDirectorGaryWhiteatgary.white@sa.ucsb.eduorx2182.Trainingsare
conductedbytheDirector,TestProctorCoordinatorandDSPSystemProgrammer.

RESOURCES
DSPWebsite:http://dsp.sa.ucsb.edu/
UCSBDisabilityResources:http://www.vcadmin.ucsb.edu/ada/welcomedisabilityresources
CampusADAHandbook:http://www.vcadmin.ucsb.edu/files/docs/ADA_Handbook_2015.pdf
AmericanswithDisabilitiesAct:https://www.ada.gov/

ADAComplianceOfficer DeputyADAComplianceOfficer
MarcFisher JenniferLofthus
marc.fisher@vcadmin.uscb.edu jennifer.lofthus@vcadmin.ucsb.edu

 FREQUENTLY ASKED QUESTIONS
ThestudentsInstructorLetterstatesthatthestudentrequiresanalternate(orprivate)exam
location.DoIhavetoprovidearoom?
Yes.Youoryourdepartmentalproxyarerequiredtoprovideaseparateexamlocationforthestudent.
MultipleDSPstudentsthatrequireanalternatelocationmaysharethatseparatelocation.However,a
studentthatrequiresaprivateexamlocationmaynotsharethatlocationwithotherstudents.

Ihaveseveralstudentsinmyclassthatrequireanalternateexamtime.CanIschedulethem
totaketheexamwiththeDSPstudentsandproctor?
No.DSPproctorsarenotauthorizedtoproctorexamsforstudentsnotregisteredwiththeDisabled
StudentsProgram.

ADSPstudentsubmittedaproctorrequestVERYlate.DoIhavetoaccommodatethis
student?
PleasecontactDSPifthishappens.AccordingtoADAguidelines,everyattemptmustbemadeto
accommodateastudentwithdisabilities.DSPwillworkwithyoutoattempttoaccommodatethe
student.However,thisdoesnotguaranteethatthestudentwillbeaccommodated.Furtherinformation
onlaterequestscanbelocatedhere:http://dsp.sa.ucsb.edu/facultyproxy/laterequests.

AmIbeingaskedtocompromiseacademicstandardsorgivethestudentwithadisabilityan
advantage?
No.Iftheexistenceofthedisabilityhasbeenverified,theaccommodationshouldprovideanequal
opportunitytothestudent,ineffectstartingthestudentonequalfootingwithothers.Tocompromise
standardsor"waterdown"therequirementswouldnotassistthestudentinacquiringacompetitive
degree.Thestudentwithadisabilityshouldfulfillalloftheessentialcourserelatedrequirements;
however,alteringthefont,substitutinganequivalentrequirement,orchangingthemethodofmeeting
requirementsmayprovidethestudentamoreequitablechanceatsuccess.

Bymakingcertainaccommodationstostudentswithdisabilities,amInotdiscriminating
againsttheotherstudentswhowouldprobablyprefersuchthingsasextendedtimefortests,
etc.?
Technically,itmayappearthatpreferentialtreatmentisbeinggiventostudentswithdisabilities;
however,theobjectiveofthelegalrequirementistohelpthestudentcompensateforalifefunction
whichisnotthesameasthatofotherstudentsintheclass.Throughtheaccommodation,weattemptto
providethestudentwiththesameopportunitythatotherclassmembershavewithoutspecial
measures.Thelawallows,andinfactrequires,thatspecialneedsbemet.

AmIobligatedtoprovideforanaccommodationaftertheexamhasbeengiven?
RetroactiveexamaccommodationsarenotprovidedbyDSP.Ifastudenthasarrangedforan
accommodationandthendoesnottaketheexam,thestudentneedstocontactyoutodiscussthe
consequences.

FormoreFAQspleasevisit:http://dsp.sa.ucsb.edu/facultyproxy/faq


2120 Student Resource Building

http://dsp.sa.ucsb.edu
805.893.2668