Faculty & Instructor Resources

You will receive an email as soon as your student requests an accommodated test. This email must be replied to with the following information at least 12 hours before the test in order to complete the test scheduling. 

• Confirm or clarify the information the student has provided AES about the test.
• Provide additional information about the test:
  • Standard length of the quiz/exam
  • Test expectations/instructions
  • Delivery preference
  • Exam return preference

• • Permitted materials (calculator, graphing tools, formula sheets, notes, etc.)
  • Any additional exam instructions or guidelines that the student may need
• If AES does not receive this information, we will administer the test using the default parameters outlined in the email. 
• You can attach a digital copy of the test to the reply email for AES to print. 

After AES receives your reply with test details, we will set the test appointment, and you will receive a confirmation email. If any changes need to be made prior to the exam, please email us as soon as possible. 

Reminders:

• We will no longer use Outlook Calendar to remind you or students of the test. 

• We will no longer be using carbonless paper for our testing records.
• After the test is completed, paper tests will be delivered as requested. You will receive a printed copy of the test record for your reference. The signature of the person receiving the test will be collected on the test record retained by AES. If you would like to see the delivery record, please contact AES. 
• For online tests, you will not receive a copy of the test record, but you can request one from AES.

AES students can be approved for either 1.5x (150%) or 2.0x (200%) extended time to be applied to every timed quiz and exam.

For paper exams:

• Exams can be emailed to aes@iu.edu or delivered to the AES office located Taylor Hall UC 100. We are open Monday through Friday, 8 a.m. to 4 p.m.—please ring the doorbell upon arrival. Exams can also be delivered to the AES Testing Lab in University Library 3135 H.
• A reminder email will be sent the business day before a scheduled exam.
• Extended time for paper exams is calculated using the student’s extension (1.5x or 2.0x) and the amount of time the rest of the class receives. AES proctors serve as timekeepers. Instructors should let AES know how long the class will have to complete any exam being proctored by AES.
• AES will default to the length of the class period if no time limit is provided.

Returning completed paper exams:

When sending or delivering paper exams to AES, instructors should indicate how they would like to receive the completed exam. Exam return methods include:

• AES can scan and email the completed exam.
• AES can hand-deliver completed exams to offices on campus.
• Instructors can pick up completed exams in Taylor Hall UC 100.

AES requires that someone sign for delivered exams, unless given specific instructions otherwise.

For online exams:

• Instructors are responsible for extending time in Canvas.
• Canvas offers a tutorial through their Help Center on how to adjust the time on quizzes and exams to accommodate students. UITS has outlined steps and support in the Knowledge Base.
• For web-based tests, please make sure that the AES IP addresses have been added to the exam’s IP filter if needed.

This is an updated IP address list.
149.166.25.0/27
149.166.159.216

For old quizzes, copy and paste the whole list: 149.166.25.0/27,149.166.159.216

For new quizzes, the ranges would be:

149.166.25.0 to 149.166.25.27

149.166.159.216 to 149.166.159.216

If the student is approved for a note taking accommodation, it may be satisfied by:

• Note-taking software
• Peer notetaker*
• Instructor notes
• Recorded class session/lecture
• Transcript of recording

*Either the student or AES staff may request that the instructor solicit a peer notetaker from among the class participants. Peer notetakers receive a $40 stipend from AES at the end of the semester. Please direct peer note-takers to AES for completion of required paperwork.

The AES Testing Lab is in room 3135 H of University Library. It is a small group testing space with a maximum of 12 test takers at a time.

If you would like to proctor your own accommodated exams, please consult with AES about alternative distraction reduced environments.

• If the student is approved for extended time on assignments, the student must contact the instructor to request any deadline extension.
• Amended due dates should be confirmed via email.
• The length and frequency of deadline extensions are at the instructor's discretion. 

AES approves this accommodation only after careful review of the student’s medical documentation and an interactive interview.

The items below address the guidelines and responsibilities for successful implementation of the disability-related absence accommodation (DRA).

Guidelines:

• The student, the instructor, and Accessible Educational Services (AES) share the responsibility for equitable implementation.
• This accommodation must not constitute a fundamental alteration of the curriculum.
• This accommodation does not apply to any asynchronous courses.
• This accommodation applies ONLY to absences that result from the student’s disability.
• Some learning experiences are not replicable; therefore, successful implementation may require an individualized implementation plan developed with input from the student, faculty, and AES.
• Excessive absences may result in a student’s inability to complete a course or a program of study.

Procedure:

• The student will contact AES and the instructor each time this accommodation is used.
• Upon first use, AES will send a DRA implementation guide to the instructor. This may include engaging in an interactive dialogue with the instructor and the student.
• Equitable implementation will depend upon the structure of the class, the nature of the student’s disability, and the content of the missed work.

Student responsibilities:

• The student will notify the instructor and AES via their IU email of each disability-related absence as soon as possible, preferably in advance of the absence when possible.
• The student will complete all missed work (or alternate assignments) by the agreed upon deadline.

Instructor responsibilities:

• The instructor will review and complete the DRA implementation guide received from AES.
• The instructor will provide reasonable extensions and/or alternative assignments when needed.
• The instructor will engage in an interactive dialogue with AES and the student to develop an individualized plan that will include making up missed work, assigning attendance points, describing attendance expectations, and more.

AES responsibilities:

• AES will facilitate the communication among all stakeholders (i.e. instructor, student, program director, advisor, etc.).
• AES will assure that the implementation of the accommodation is equitable.

Accessible Educational Services (AES) requests that instructors work with AES and students to implement the disability-related absences accommodation. The accommodation process is interactive.

There are three steps to the process:

1. Determine qualification
2. Approve accommodations
3. Accommodation implementation

AES holds exclusive authority and responsibility for the first two steps—qualification and determination/approval of accommodations. The academic unit—usually the course instructor—is responsible for implementing approved accommodations. Our team serves as a resource to instructors during implementation.

Please consider the following when determining what flexibility exists for disability-related absences in the course:

• What are the course objectives, as listed in the syllabus?
• What are the program objectives?
• What is the course attendance policy?
• Does your course have any off-campus requirements (i.e., internship, practicum, field trips, accreditation, etc.)?

If attendance is a concern for your course and you feel an individualized plan is needed, please reach out to AES. We will meet to develop a plan that will outline student responsibilities for making up work missed due to a disability-related absence. This individualized plan may include the following information, as applicable to your course:

• What is the maximum number of disability-related absences allowed as an accommodation for this student for this course?
• What is the procedure for turning in assignment due the day of a disability-related absence?
• What is the procedure for making up a missed exam, quiz, or in-class graded assignment given on the day of a disability-related absence?
• What is the procedure for making up group work impacted on the day of a disability related absence?

If attendance is an essential part of how the course is taught and/or how learning is to be demonstrated and measured, there can be a point at which disability-related absences cannot be reasonably accommodated.

If the maximum number of allowed absences is exceeded during the semester, the student and instructor must communicate an appropriate course of action (e.g., student will be granted an incomplete, student will be advised to withdraw from the course, the number of absences allowed will be reviewed, etc.). AES should be informed as soon as possible so we can work with the instructor and student to come to a reasonable solution.

The method of communication is as follows:

• The student receives an email from AES via Accommodate.
  • This message includes the student’s approved accommodations and the classes for which they have registered.
  • It also includes instructions for students and faculty describing the methods of implementation for some of the most common accommodations.
• The message will originate from iupui-accommodate@symplicity.com  (aes@accommodate.symplicity.com). Accommodate is the name of the software and Symplicity is the name of the publisher. 
• The student forwards this message to each of their instructors while also copying aesproj@iu.edu on the message.
  • This communication serves to notify faculty of the approved accommodations and also alert AES of the notification. Upon notification, the approved accommodations are considered “active.”

• Log into the portal using your IU username and password.
• Click on Courses in the short list on the left.
• You will see your course catalogue that lists all the courses you are teaching. Scroll to the course you’d like to look at and click on the course title to open that course.
• You should see three tabs, Course Details, Enrolled Students, and Room Booking. (We are not using the room booking feature currently.) 
• Click on the Enrolled Students tab. 
• Click on More Filters.
• Click on Yes under Approved Accommodations for this Course. 
• Click the on Apply Search. This will give you a list of all of the students in your course that have approved accommodations and what those accommodations are. 
• If you want to check the Catalog # (nee “section number”) for the course you are viewing, you can scroll back up and click on the Course Details tab. The Catalog # (section number) can be found at the bottom under Course Unique ID. The Catalog # (section number) follows a four-digit code that identifies the semester in our system.