3 students walking outside on VIU Nanaimo Campus

Accommodated Exams: Student Guide

Book your accommodated exams

Log in to the Accommodated Exam Booking System to request your exams, check status, or view details. Need help? Scroll down for step-by-step instructions.

Accommodated exam booking system

Writing accommodated exams at VIU

Students approved for exam accommodations through Accessibility Services can write their quizzes, tests, midterms, and finals with Assessment and Exam Services (AES).

To use this service, follow the steps below.

You must first register with Accessibility Services. Once approved, you will receive an accommodation letter.

Make sure your instructor has received your letter.

This letter does not automatically book your exams with us.

Already registered? Move on to Step 2.

Use our online booking system to submit your exam requests.

  • Submit each request at least 7 days before the test date.
  • For final exams, submit your request at least 2 weeks before the exam period begins.
  • Requests submitted late may not be supported.

Submit a request

You’ll receive an automatic email when your exam request is approved.

To view your exam details (date, time, duration, and any approved materials):

  1. Log in to the online booking system
  2. Click the View Status tab
  3. Select the green button next to your exam to open full details

Need to make a change?
If your exam date changes or you’re sick and need to reschedule, do not make a new request. Instead, email us right away at accommodatedexams@viu.ca. We’ll adjust your existing booking.

Once your request is approved, we take care of the rest. You’ll write your exam with Assessment and Exam Services (AES), Building 255, Room 115,  Nanaimo campus.

Check in:
Arrive about 10 minutes early to check in.

  • If you’re late, your scheduled end time stays the same.
  • If you’re more than 30 minutes late, we’ll check with your instructor before proceeding.

What to bring:  

  • Your VIU Student ID (only required if you're approved to use noise-cancelling headphones)
  • Any approved materials listed in your exam details (e.g., calculator, notes)

You can view your exam details anytime by logging into the online booking system and selecting View Status, then clicking the green circle beside your exam.

We take care of all the logistics so you can focus on your exam.

  • Booking your space in the exam centre (AES).
  • Scheduling trained invigilators who understand accessibility and accommodations.
  • Handling the exam itself. We receive it from your instructor and return it afterward.
  • Supporting any changes. If your exam needs to be rescheduled or cancelled, just email us.

We're here to make the process smooth, supportive, and stress-free.

FAQ and troubleshooting

Our booking system is old, glitchy, and works best on Chrome or Firefox on a PC or laptop. Avoid mobile devices.

Here are common login issues and how to fix them:

  • Error: “You must be a VIU student to use this system.”
    Fix: Update your VIU Online Student Record password with a brand-new password. It expires every 6 months, even if you are still able to log in to your online student record with it.
  • Error: “No instructor assigned to course.”
    Fix: This usually happens when more than one instructor is linked to your course. Email us at accommodatedexams@viu.ca and we’ll look into it.

Still stuck? Reach out. We’re happy to help.

  1. Log in to our online system using your VIU student number and Student Record password.
  2. Click ‘Request Exam’. Select your course and scheduled in-class exam date/time.
  3. Submit. Your instructor and our team will review and approve your request.

  1. Talk with your instructor first. Instructor approval is required.
  2. In the booking form, fill in the original class date/time at the top.
  3. In the Alternate or Split Exam section:
    1. Choose ‘Alternate Time/Date’
    2. Confirm you’ve spoken to your instructor
    3. Enter your requested date/time on the next screen
  4. Submit.

We can support later start times if we get 7+ days' notice. No weekend exams unless part of the final exam period.

You must have a split exam accommodation (e.g. 'no more than X hours of testing per day') to use this option.

Step-by-step:

  1. Confirm your split exam dates and times with your instructor.
    CC accommodatedexams@viu.ca in that email so we know they’re on board.
  2. Log into the booking system.
  3. In the top section, enter the original class exam date and time.
  4. In the Alternate or Split Exam section drop-down menu, choose Split Exam.
  5. Tick the box to confirm that your instructor is aware.
  6. Click Submit to take you to the next page.
  7. Enter the dates and start times for Part 1 and Part 2 of the split exam.
  8. Click Submit and you’re done.

  1. Click the View Status button.
  2. To view exam details, click the green circle beside the booking.

Color codes:

  • Blue: Upcoming exam
  • Yellow: Instructor or staff approval still pending
  • Red: Cancelled request
  • Grey: Past exam request

You can cancel a request online only if your instructor hasn’t approved it yet.

Once your instructor fills out the request form, only Assessment and Exam Services can cancel it.
If that’s the case, email us right away at accommodatedexams@viu.ca so we can free up your seat.

To cancel a booking online:

  • Log in and go to View Status
  • Click the small red circle to the left of the booking you want to cancel
  • You’ll be asked to confirm, so no need to worry about accidental clicks!

Heads up:
The little green circle (right beside the red one) opens the request details. Be careful where you click!

We’ll send an email to all students registered with Accessibility Services as soon as the Final Exam schedule is published (usually in November and March). That email will include all the info you need to get started.

Make sure Accessibility Services has permission to email you!

We also send reminders and booking tips in the weeks leading up to the Final Exam booking deadline (2 weeks before the first day of finals).

Once the Final Exam schedule is released:

  • Log in to the exam booking system
  • Scroll to the bottom section to see your Final Exams
  • Click Submit beside each exam to request accommodation. The scheduled date and time are automatically input.

Important:

  • You do not need to enter the exam date or time. The system already knows.
  • Do not use the mid-term section to book Final Exams. Only use the Final Exam section at the bottom of the page.

Start times in our Centre may differ slightly from the official schedule:

Official Exam Time: 9 am     AES Start Time: 8:30 am
Official Exam Time: 1 pm     AES Start Time: 1 pm
Official Exam Time: 6 pm     AES Start Time: 4:30 pm

Please double-check your start time in the system once your booking is confirmed.

  • If you have back-to-back finals or need a new date, talk with your instructor first.
  • Then, use the Alternate Time option in the system to request the change.

You don’t have to write more than one 3-hour exam per day if you have extra time accommodations.

Need Help? Contact Us

If you have any questions about booking your accommodated exams, or need help with:

  • Submitting or rescheduling a request
  • Cancelling a booking
  • Understanding your exam details

Please reach out!

Email us: accommodatedexams@viu.ca
Visit us: Building 255, Room 115, Nanaimo Campus
Phone: 250.740.6276
Hours: Monday to Friday, 8 am to 4 pm

You’re welcome to email or drop by for an in-person chat. We’re here to support you.

Note: AES support exams at the Nanaimo campus only. If you're writing at another campus, please contact them directly.