Accommodated Exams: Instructor Guide

How to submit exams

• Email a digital copy of your exam to accommodatedexams@viu.ca.
• Drop off a printed copy at the Accommodated Exam Centre (Building 255, Room 115).
• Send a printed copy via inter-office mail. Please allow extra time for campus mail delivery.

Accessibility

Check your student’s accommodation letter to see if they require exams compatible with text-to-speech software (e.g., Kurzweil). If so, please provide an accessible digital format (Word or tagged PDF). Scanned images or locked PDFs are not usable with assistive technology.

Return options include

• Instructor pick-up
• Inter-office or inter-campus mail
• Email return (available only outside peak periods)

Important

During the final exam period, we cannot scan and email exams due to high volume. Please select either “Instructor pick-up” or “Intercampus mail” when completing the exam return section of the request form.

Some Faculties may support exam return by sending a designated staff member to collect exams on instructors’ behalf. Check with your Dean or Chair to see if this option is available.

If your exam will be delivered online via VIULearn

• Notify us in advance so accommodations can be coordinated.
• Instructors are responsible for adding extra time accommodations within VIULearn.
• For assistance with Accommodations and Special Access, see the VIULearn help guide or contact learnsupport@viu.ca.

Reschedules, uploads, formats, deadlines: we know it’s a lot. Here’s how to keep exam logistics smooth, accessible, and low-stress for everyone.

How do I reschedule or cancel an exam that I already approved?

Email AES as soon as possible with the new date and time of the exam if it is rescheduled or if it is cancelled. Please don’t ask the student to rebook. It’s important to notify AES if you cancel or reschedule your exam so that another student can take the booking. 

When do I need to submit my exam?

Exams should be received by AES at least 3 business days before the exam so we can prepare formats, software, and space. During peak times (Oct–Dec, Feb–Apr), we handle 50–100 unique exams daily with limited staff and equipment. Late exams make it harder to meet students’ legal right to accessible exams. 

Yes, but what happens if I can’t send the exam on time?

Email AES immediately. 

How do I submit my exam? Can I scan a copy of my exam?

You can either:

• Email us the exam file (Word or text-recognizable PDF preferred), or
• Drop off a printed copy in person at Building 255, Room 115.

Please note: If your student requires text-to-speech software, we must receive a digitally accessible version of the exam. 
A scanned image of a printed exam is not accessible. 
Do not include handwritten notes or annotations on the scanned file. 

If you're unsure whether your file is accessible, feel free to ask.

What file format do you need for text-to-speech software accessibility?

A Word document (.doc or .docx) is best. A text-recognizable PDF (not a scanned image) also works. These formats allow students using text-to-speech software to access the content.

If you’re scanning a paper exam, use Optical Character Recognition (OCR) when saving it as a PDF. Most modern scanners or apps (like Adobe Scan or Microsoft Lens) have an OCR option to ensure the text can be selected and read by screen readers.

Using accessible digital formats also supports Universal Design for Learning (UDL) by making materials clearer and more readable for all students. This includes using plain language, 12pt or larger sans-serif fonts, clear headings, and clean formatting without clutter or handwritten annotations.

Do you keep a hard copy of the completed exam if I ask for it to be returned via email?

Yes. If you’ve asked for the completed exam to be returned by email, we keep the printed hard copy for three business days before shredding it. If you'd like us to hold it longer for pickup, just let us know. We will store it securely until you're able to retrieve it.

Can I still make changes to the exam after submitting it to AES?

Yes, just email the updated version (or let us know which typo to fix). Please try to send it at least 24 hours in advance. If you discover an error during the exam, email or Teams us immediately.

Do I need to be available while my student is writing with AES?

Yes, students may need clarification. Please check your VIU email during the exam or give us a number to reach you. Teams Chat with Mary Anne Oxendale or Susan Vellutini (AES Exam Specialists) is also an option for quick contact.

Can AES invigilate online or hybrid exams?

We don’t support remote or at-home exams. However, we can host in-person VIU Learn exams in our computer lab under standard accommodated conditions. Let us know in advance if your test is online.

Can I trust AES to handle my exam securely?

Yes. Our trained staff follow strict protocols to ensure confidentiality and academic integrity. Exams are stored securely, students are closely supervised, and personal devices are not allowed. You can flag any special handling needs when you submit your exam.

Having trouble with the exam booking system?

You're not alone. We know it's clunky. If you're stuck, confused, or things aren’t working right, don’t ignore the exam request. Just reach out or drop by. We’re happy to walk you through it.
 

Am I required to respond to every AES exam request?

Yes. Approving confirms the exam logistics, not the accommodation itself, which is already approved. All student exam requests are treated as active. If the exam is canceled, take-home, or doesn’t need AES support, please notify us by email ASAP.

Can I say no if a student requests accommodations last-minute?

Student exam requests are due at least 7 days before the exam date and 2 weeks before the first day of final exams. 

Do I have to remind students about their accommodations?

No, it’s the student’s responsibility to submit exam requests on time if they want to use their accommodations. That said, a quick syllabus reminder or in-class mention can help normalize the process and encourage follow-through.

Not sure who qualifies for AES or what happens once they do? Here’s how the process works, and what your role is in supporting it.

Is AES only for students with disabilities?

Yes, we support VIU students with documented disabilities and approved exam accommodations.

What do I do if a student asks for exam accommodations but doesn’t have a letter?

Refer them to VIU’s Accessibility Services (AS). We can only provide support students who have either a current accommodation letter or a current letter of consideration from AS.

What if a student gives me their accommodation letter late in the term?

Accommodations apply from when the letter is shared. Support begins at that point.

Can I give a makeup exam through AES for a student who was sick?

Only if the student has a current VIU accommodation letter or letter of consideration with exam accommodations. Even then, we still need advance notice - ideally the usual 7-day booking deadline. Without that notice, we may not be able to support the exam. If the student doesn’t have exam accommodations, makeup exams are your responsibility to arrange.