Special Conditions in Test and Examinations Procedures

Application

All members of Waipapa Taumata Rau, the University of Auckland (the University).

Purpose

To outline the framework established by the University for the approval and organisation of special conditions in tests and examinations for students with disabilities. These procedures should be read with the Special Conditions for Tests and Examinations Policy (the “Policy”).

Background

The Policy and these Procedures are underpinned by the University’s Disability Action Plan, which outlines the University’s commitment to addressing barriers to inclusion and success for people with disabilities.

Procedures

1. All staff members listed in these procedures must treat student information as confidential and use only in accordance with the University's Privacy Policy.

Procedures for requesting special conditions for tests and examinations

Roles and responsibilities

Students
The student is responsible for:

2. Applying for special conditions in accordance with the policy and the information provided on the webpages (Sitting your exam or test under special conditions) within the specified timeframes.
3. Responding in a timely manner to all communications from Course Directors or Coordinators, Assessment Services and Student Disability Services (SDS) regarding their approved special conditions.
4. Advising Assessment Services via email (specialexams@auckland.ac.nz) if they do not intend to use all or some of their approved special conditions during examinations, and advising their Course Director or Coordinators if they do not intend to use all or some of their approved special conditions for tests.
5. Advising Assessment Services via email (specialexams@auckland.ac.nz) where special conditions contain an approval to use an alternative set of special conditions (referred to as a “Variation”), whether they intend to use their variation for examinations and the Course Director or Coordinator for tests. Where this advice is not received, the University will only organise the student’s standard set of approved special conditions.
6. Adhering to academic integrity standards when sitting examinations or tests and under special conditions.

Te Papa Manaaki|Campus Care
Te Papa Manaaki|Campus Care is responsible for:

7. Receiving, reviewing, and processing straightforward special conditions applications from students, referring to University Health and Counselling and/or Inclusive Learning on more complex cases.

Note: A straightforward application is supported by official evidence of previously approved special conditions and/or up-to-date evidence of ongoing support needs. Where official evidence is not available this is deemed a complex case for referral to the relevant support service (University Health and Counselling Services/Inclusive Learning)

8. Recommending special conditions in accordance with established guidelines.

University Health and Counselling Services/Inclusive Learning
University Health and Counselling Services/Inclusive Learning are responsible for:

9. Reviewing complex applications for special conditions.
10. Recommending special conditions in accordance with established guidelines.

Assessment Services
Assessment Services are responsible for:

11. Approving students’ recommended special conditions.

Ratonga Hauātanga Tauira | Student Disability Services (SDS)
Ratonga Hauātanga Tauira | Student Disability Services (SDS) are responsible for:

12. Communicating approved special conditions to students.

Procedures for accommodating students’ needs for special conditions for examinations

Roles and responsibilities

Assessment Services

Assessment Services are responsible for:

13. Ensuring special conditions are applied automatically to end of academic term examinations, except where examination requirements for a particular course are unsuitable with the special conditions. Where special conditions cannot be automatically applied, Assessment Services will contact the student via email to discuss options and make arrangements.
14. Organising and delivering approved special conditions that have been received by the special conditions deadline for end of academic term examinations.

Procedures for accommodating students' needs for special conditions for tests

Roles and responsibilities

Ratonga Hauātanga Tauira | Student Disability Services (SDS)
Ratonga Hauātanga Tauira | Student Disability Services (SDS) are responsible for:

15. Providing details of students’ approved special conditions to Course Directors and Course Coordinators. These details will only be shared securely and confidentially through the University’s Disability Case Management system, Symplicity Access.
16. Ensuring faculty Group Services have appropriate access to students’ approved special conditions within Symplicity Access in order to support Course Directors and Course Coordinators to implement special conditions support for students in tests.
17. Providing appropriate training, advice, and support to faculty staff in using Symplicity Access.
18. Liaising with students with specialist support needs to confirm if specialist support is needed for the test(s). Specialist support can include:

reader and/or writer support
supply of specialist disability equipment, furniture and assistive technology
provision of NZ Sign Language Interpreting
provision of specialised accessible test formats, such as Braille.

Note: See Appendix 1 for a current list of specialist support SDS can provide for tests.

Note: SDS requires 10 working days’ notice to organise specialist support.

19. Where the student advises that they do not need specialist support from SDS for the test, SDS will email the Course Director or Coordinator (copy Faculty Group Services Manager) with a minimum of 8-10 working days’ notice to request that they host the student.
20. Organising and paying for specialist support and invigilators for tests where SDS will provide specialist support.
21. Informing all students with special conditions of arrangements for tests where SDS will provide specialist support.

Academic Heads
Academic Heads are responsible for:

22. Ensuring Course Directors or Coordinators, Examiners and Assessors for each course are confirmed and provided to Group Services by specified deadline for nominations.
23. Ensuring that the list of Course Directors or Coordinators is accurate for the academic term.
24. Ensuring that the list of test details for the academic term is complete by the start of the term as per the timeframes in the Assessment of Courses Policy.

Group Services
Group Services are responsible for:

25. Entering nominations of examiners, assessors and Course Directors or Coordinators into the University’s Student Services Online system by the specified deadline to ensure they have access to the Faculty Access Portal (Symplicity Access).
26. At the request of the Course Directors or Coordinators (within the 8-10 working days’ notice), book suitable test room/s and organise invigilators (see relevant faculty guidelines for further information on organising invigilators) for students with ‘non-specialist’ approved special conditions. ‘Non-specialist’ support includes:

Students with approved additional time.
Students who are approved to sit their tests in a room with fewer students, or in a room on their own.
Students who are approved the use of a computer.

Note: See Appendix 1 for a current list of supports that can be provided for tests.

Note: When the Faculty hosts tests, they cover the costs of the invigilators

Course Directors / Course Coordinators
Course Directors and Course Coordinators are responsible for:

27. Setting and publishing the test date/s, test duration/s and test conditions before the start of the academic term as per the Assessment of Courses Policy and Assessment of Courses Procedures.
28. Advising SDS of test details (e.g. test start date, time and duration).

Note: Test papers do not need to be uploaded to the Faculty Access Portal (Symplicity Access) unless SDS is hosting a student with specialist support needs

29. Directing students when necessary to apply for special conditions via the special applications webpage.

30. Referring to details of students’ approved special conditions.

Note: For online remote tests, add extra time and inform all students via email that this has been done

31. Arranging relevant test support for students, either independently or in collaboration with Group Services for non-specialist support. Group Services require 8-10 working days’ notice to organise support for students.

Note: Notification of students who are approved new special conditions in a course will be sent via email. These notification letters will include a date from when the special conditions apply

32. When Group Services are helping with the logistics for a test/s keep Group Services informed of any changes to a student’s special conditions that have been communicated by the student or SDS to the Course Director or Coordinator.
33. Where SDS is hosting a student with specialist support, providing SDS with copies of the test and other instructions at least two working days in advance of the test date.

Note: Copies of the test paper and instructions can be shared securely via the Faculty Access Portal (Symplicity Access)

34. Informing all students with special conditions of any arrangements for tests that the faculty is hosting.

Definitions

The following definitions apply to this document:

Course coordinator is responsible for the administration and organisation of the course and its assessment acting in conjunction with, and under the supervision of, the course director.
Course director is responsible for the overall design and management of the course to ensure that course design, assessment and delivery support learning outcomes and are aligned to the relevant programme graduate profile.
Disability includes any physical, psychological, cognitive or sensory impairment which, in interaction with social and systemic barriers, restricts a person's full and effective participation in university life on an equal basis with others.
Examination is defined as a summative, time-limited final assessment that is conducted in a controlled setting at a specified time as per the examination timetable.
Member(s) includes all Council members, members of committees and boards, staff members, honorary and adjunct appointees, students, contractors, subcontractors, consultants, associates and business partners of either the University or its subsidiaries (as the case may be).
Special conditions refer to reasonable adjustments provided to students with disabilities during assessments (tests and examinations) to allow disabled learners the same opportunity as their peers to achieve learning outcomes.
Specialist support refers to support that requires technical knowledge, disability expertise, and/or training to be able to implement.
Staff member refers to an individual employed by the University on a full or part time basis.
Students refers to all students enrolled at the University in foundation, undergraduate and sub-doctoral postgraduate programmes and students in programmes delivered by partner organisations. For the purposes of this policy, it excludes doctoral students.
Symplicity Access is the University of Auckland’s approved disability case management system.
Test is defined as a controlled assessment scheduled outside of the examination period, that counts towards the final grade of the course, and is time limited.
University means Waipapa Taumata Rau | University of Auckland and includes all subsidiaries.

Key relevant documents

Assessment of Courses Policy
Assessment of Courses Procedures
Disability Action Plan
Education and Training Act 2020
Guidelines and Procedures for the Provision of Alternative Arrangements in Tests and Examinations to Students with Disability/Impairment
Health and Disability Commissioner Regulations 1996
Human Rights Act 1993
Inclusive Learning and Teaching of Students with Impairments Guidelines
Kia Orite Toolkit (NZ Code of Practice for TEOs to better support disabled learners)
New Zealand Bill of Rights Act 1990
New Zealand Public Health and Disability Act 2000
Privacy Act 2020
Privacy Policy
Protected Disclosures Act 2000
Special Conditions for Tests and Examinations Policy
Te Ara Tautika | Equity Policy

Additional support and information:

Sitting your exam or test under special conditions
TeachWell

Document management and control

Content manager: Manager, Ratonga Hauātanga Tauira | Student Disability Services
Owner: Pro Vice-Chancellor Education
Approved by: Senate
Date approved: September 2024
Review date: September 2029

**APPENDIX 1: Organisational unit responsibilities for the organisation of Faculty based tests. Does not apply to examinations.**

Special Conditions Faculty Assessments: tests

CATEGORY	DESCRIPTION OF CATEGORY	UNIT RESPONSIBLE FOR ORGANISING
Special Conditions	Reasons for special conditions	Responsible
Alternative venue	Alternative venues are provided to students with special conditions by default	Faculty
Room on own	Student is entitled to a room on their own, where possible this room should be accessible (flat access). Room on own is required to address impairment-related needs.	Where the student is using a reader and/or writer SDS will organise, otherwise Faculty organises.
Natural light	Student is entitled to a venue that has natural light (no fluorescent lighting). Room with natural light is required mainly for students with vision impairments	Faculty
Room with fewer students	Student is entitled to a room with fewer students. Where possible this room should be accessible (flat access). Room with fewer students is required to address impairment-related needs. Typically a room with fewer students is a room with 12 or fewer students.	Faculty
Flat access	Student is entitled to a room that is accessible (flat access). Flat access is needed for students with mobility impairments.	Faculty
Close to bathroom facilities	Student is entitled to a room that is close to bathroom facilities. Rooms close to bathroom facilities are required for students whose impairments necessitate them to be in close proximity to a bathroom.	Faculty
*Preferential seating*	*Preferential seating is provided to students whose impairments require them to be seated in a particular place in the room.*	*Faculty*
Close to door	Student is entitled to be seated close to a door/exit.	Faculty
End of row	Student is entitled to be seated at the end of the row with access to the aisle.	Faculty
Front of room	Student is entitled to be seated at the front of the room.	Faculty
*Extra Time Allowance*	Extra time is allowed to students whose impairments impact their ability to complete the assessment in the allocated time due, for example, to: slow reading, writing, working memory and/or processing speeds. Extra time allowance also relates to students who are using a reader and/or a writer (scribe) or who need a rest break. Rest breaks allow students the appropriate management of medical condition. PLEASE NOTE: Students who require extra time require a room with fewer students or a room on own.	Faculty
10 mins extra time per hour writing	Student is entitled to an extra 10 minutes per hour for writing.	Faculty
Up to 10 mins extra time per hour rest	Student is entitled to take rest breaks for up to 10 minutes per hour, to be added as extra time.	Faculty
20 mins extra time per hour writing	Student is entitled to an extra 20 minutes per hour for writing.	Faculty
Up to 20 mins extra time per hour rest	Student is entitled to take rest breaks for up to 20 minutes per hour, to be added as extra time.	Faculty
30 mins extra time per hour writing	Student is entitled to an extra 30 minutes per hour for writing.	Faculty
Up to 30 mins extra time per hour rest	Student is entitled to take rest breaks for up to 30 minutes per hour, to be added as extra time.	Faculty
60 mins extra time per hour writing	Student is entitled to an extra 60 minutes per hour for writing.	Faculty
*Computer*	Computers are provided for students with impairments that impact their ability to hand write under assessment conditions. Computer labs can be booked, or the student (with course coordinator permission) may bring their own device. Students can also be directed to the library’s same day laptop loan.	Faculty
Computer lab / University laptop spell check on	Student is entitled to the provision of a computer in a lab or a University laptop with spell check clicked 'ON’ to type their assessment. The computer should be located away from other sources of distraction; either singly in a room or in a low-distraction environment with other computers to be used in assessment taking.	Where Faculty cannot source a laptop discuss with SDS to try to source. If the Course Coordinator agrees, the student can be permitted to bring their own laptop. SDS laptops do not have software that some subject areas may need for tests, in which case Faculty should organise a computer lab with appropriate software installed.
Computer lab / University laptop spell check off	Student is entitled to the provision of a computer in a lab or a University laptop with spell check clicked 'OFF' to type their assessment. The computer should be located away from other sources of distraction; either singly in a room or in a low distraction environment with other computers to be used in assessment taking.	Where Faculty cannot source a laptop discuss with SDS to try to source. FYI SDS laptops do not have software that some subject areas may need for tests, in which case Faculty should organise a computer lab with appropriate software installed.
Permission to bring own device	Student is entitled to bring their own computing device to type their assessment. The computer should be located away from other sources of distraction; either singly in a room or in a low- distraction environment with other computers to be used in assessment taking.	N/A this is just FYI for the Course Director or Coordinator
Adaptive/Assistive Technology	Adaptive/assistive technology is provided for those students where it is essential to interact with the technology in order to complete the assessment. The use of adaptive technology requires extra time allowance in the assessment.	SDS
Magnifying devices/software	Student is entitled to magnifying device/software owned by University.	SDS
Read aloud (text to speech) software	Student is entitled to read aloud software owned by University. PLEASE NOTE: Students who are supported with read aloud require a room on own unless they are permitted to bring headphones.	SDS
Permission to bring own adaptive/assistive technology	Student is entitled to bring their own approved adaptive and assistance technology. This could include voice recognition software.	N/A this is just FYI for the Course Director or Course Coordinator
Assessment in Alternative Formats	Alternative formats of assessment materials are provided to students that are blind or have vision impairment requiring adjustments. All alternative formats for assessments should be requested and confirmed before the assessment.	Faculty & SDS
A3 paper	Student is entitled to assessment paper and answer booklet in enlarged print (size 14 or larger) on A3 paper [It will be noted if larger than size 14 is needed].	Faculty
Printed on coloured paper	Student is entitled to assessment paper/booklet with coloured overlays and/or the assessment paper/booklet printed on coloured paper. (further details of the colour unique to the individual student will be specified by a Disability Case Manager)	Faculty
Braille	Student is entitled to a braille version of the assessment paper/booklet.	SDS
Visual elements in tactile format	Student is entitled to visual elements (e.g. graphs, diagrams, maps) of the assessment paper/booklet to be presented in tactile format. Students who are vision impaired are entitled to graphs, diagrams, maps or other visual elements of the assessment paper or examination booklet to be presented in a tactile format.	SDS
Written in plain English	Student is entitled to the assessment being written in plain English. Students who are d/Deaf may require an assessment paper or booklet written in plain English if this is appropriate in the assessment context. d/Deaf people's access to the English language is not always equal to hearing people (e.g. first language may be NZ sign language) therefore content written in plain English is more accessible to this community.	Faculty
Paper format	Student is entitled to the assessment in paper format (hard copy). Often students using a computer may require both electronic and paper formats of the assessment. A Disability Case Manager will confirm if electronic and paper format is needed for the student.	Faculty
Electronic format	Student is entitled to assessment in electronic format. Often students using a computer may require both electronic and paper formats of the assessment.	Faculty
*Flexible Arrangements*	*Flexible arrangements are the alteration to the standard form of assessment and is provided in order to accommodate a student’s impairment*	Faculty
One assessment per day	Student is entitled to sit only one assessment per day.	Faculty
No morning assessments	Student cannot sit assessments in the morning.	Faculty
No afternoon assessments	Student cannot sit assessments in the afternoon.	Faculty
No evening assessments	Student cannot sit assessments in the evening.	Faculty
*Furniture and Equipment*	Alternative furniture and/or equipment is provided to support the student to sit their assessment/exam in comfort and without aggravating their impairment(s). Alternative furniture to be applied by University unless student brings their own.	Faculty* (in cases where the specialist equipment is cannot be sourced/ is unavailable liaise with SDS)
Ergonomic chair	Student is entitled to a University-supplied ergonomic chair. An ergonomic chair is adjustable and padded. Most office chairs would fall under this category.	Where Faculty cannot source an ergonomic chair discuss with SDS to try to source
Separate desk/table and chair	Student is entitled to a separate desk / table	Faculty
Wheelchair accessible desk	Student is entitled to a wheelchair accessible desk	Faculty
Adjustable table/desk	Student is entitled to a University-supplied adjustable desk/table	Where Faculty cannot source a height adjustable desk discuss with SDS to try to source.
Footrest	Student is entitled to a University-supplied footrest	Faculty
Ergonomic keyboard	Student is entitled to a University-supplied ergonomic keyboard	Where Faculty cannot source an ergonomic keyboard discuss with SDS to try to source
Ergonomic mouse	Student is entitled to a University-supplied ergonomic mouse	Where Faculty cannot source an ergonomic mouse discuss with SDS to try to source
Permission to bring own furniture or equipment	Student is entitled to bring their own furniture or equipment. For example, ear plugs, cushions, pillows, mats, hot water bottles, phone to measure blood glucose levels, etc. These items are required to manage their impairment.	N/A this is just FYI for the Course Director or Coordinator
Food, drink and/or medical equipment allowed	Student is entitled to bring their own food, drink, and/or medical equipment to the assessment. These students are entitled to have access to food and drink during the assessment due to their medical condition and/or are also entitled to use their medical equipment as needed.	N/A this is just FYI for the Course Director or Coordinator
Additional Assistance	Additional assistance is needed for students whose impairments impact the ability to complete the assessment without assistance. For example, reading, writing, or personal assistance.	SDS
Assistant outside assessment room	Student is entitled to a support person (assistant) outside of the assessment venue. Students who normally have a personal assistant to support their care and wellbeing are entitled to have them outside of the assessment room. This can include provisions for parents of new-borns (normally an allowance for a carer/partner to be in an adjacent room with baby). The support person must not assist the student with the meaning of any words or questions (or to assist with the writing of the assignment) to ensure assessment integrity. Support person is only permitted to sit outside assessment venue.	N/A this is just FYI for the Course Director or Coordinator
Assistant inside assessment room	Student is entitled to a support person (assistant) inside of the assessment venue. Students who normally have a personal assistant to support their care and wellbeing and where there exists a demonstrable need for care or wellbeing reasons are entitled to their support person inside the assessment room/venue. The support person must not assist the student with the meaning of any words or questions (or to assist with the writing of the assignment) to ensure assessment integrity.	N/A this is just FYI for the Course Director or Coordinator
Reader	Student is entitled to a reader. A reader is provided to students whose impairments impact their ability to read under assessment conditions. These students are entitled to someone who can read for them. PLEASE NOTE: Students who are supported by a reader require a room on own.	SDS
Writer	Student is entitled to a writer. A writer is provided to students whose impairments impact their ability to handwrite or type under assessment conditions. These students are entitled to a person to write (scribe) for them. PLEASE NOTE: Students who are supported by a writer require a room on own.	SDS
Reader/Writer	Student is entitled to a reader/writer. A reader/writer is provided to students whose impairments that impact their ability to read, handwrite or type under assessment conditions. These students are entitled to someone to read and to write (scribe) for them. PLEASE NOTE: Students who are supported by a reader/writer require a room on own.	SDS
NZ Sign-Language Interpreter	A NZ sign-language interpreter is provided to d/Deaf students whose first language is NZSL. These students are entitled to a NZSL interpreter at their assessment/assessment. Students who are supported by a NZ sign-language interpreter require a room on own and extra writing time if assessment content cannot be made available in written form. Please ensure relevant options are selected under 'Alternative Venue' and 'Extra Time Allowance'. PLEASE NOTE: NZ sign-language interpreter requires a room on own and extra writing time if assessment content cannot be made available in written form.	SDS
Other	Students often are entitled to other approved special conditions.	Case dependent
Other adjustment needed	An SDS Disability Case Manager will add details about the student's specific accommodation.	This would be assessed on a case-by-case basis dependent on the accommodation required.
Variation	A variation is where a student has an agreed other set of conditions that they can pick to use based on the assessment format. Common examples are the use of a computer instead of a reader/writer. A student will notify Faculty when they indent to use this, otherwise standard special conditions will be applied.	The unit responsible for organising would be assessed based on the responsibilities outlined above.