Office of Educational Accessibility

Scheduling Protocol

Complete an online Proctoring Center Request Form on the RAMS Accommodate Portal.

RAMS Accommodate Portal

ALL REQUESTS MUST BE SUBMITTED AT LEAST ONE WEEK (5 BUSINESS DAYS) PRIOR TO THE REQUESTED EXAM DATE! - You can submit all of your test requests for the entire semester as soon as you receive your syllabi.

Step-by-Step Video on How to Complete a Student Proctoring Center Request Form-->

You will be able to track the status of your Proctoring Center Requests through your RAMS Accommodate Portal.

Additional Information

1. If you require accommodations such as a private space, an OEA staff reader or scribe, or specialized equipment or materials, please make sure that you include that information in your request, so we can ensure that your accommodations and materials are available when you arrive.
2. By completing a request form, you acknowledge that you understand your rights and responsibilities as they are associated with your testing accommodations.
3. You also agree that you will continue to abide by the University's Student Code of Conduct and the OEA Proctoring Center Honor Code: I will not lie, cheat, plagiarize or be complicit with those who do. I will encourage fellow students who commit such acts to acknowledge their offenses to the OEA Proctor.
4. You will be able to track the status of your Proctoring Center Requests through your RAMS Accommodate Portal.  If you do not receive confirmation that your test has been received, you will need to ask your professor if they have completed their portion of the process.
5. Your completed testing materials will be returned to your professor by the OEA staff.  There is no need for you to do anything after you turn in your materials to the proctor.
6. The majority of your questions related to your tests and exams should be directed to your professor first.  If you have questions related to your accommodations specifically, we are always more than happy to help.

Scheduling Protocol

1. 1. A student will initiate the scheduling process by submitting a request online through RAMS Accommodate Portal at least a week (5 BUSINESS DAYS) in advance of the requested exam date. The student must specifically request any assistive services and/or technology needed when they submit their Proctoring Center Request form to OEA.
   2. Faculty will be notified of the student's request via email and or by logging into the RAMS Accommodate Portal using your WCU credentials.

Step-by-Step Video on How to Complete a Faculty Proctoring Center Request Form-->

After the student has submitted an online Proctoring Center Request form through the RAMS Accommodate Portal:

1. Faculty will need to approve the students request at least 48 hours prior to the scheduled exam time.
   1. Testing materials must be either uploaded through RAMS Accommodate Portal (preferred) or delivered to OEA Main office by 3 p.m. the day before the scheduled exam. We are no longer accepting testing materials via email.
   2. Exams/Quizzes are to be uploaded to RAMS Accommodate Portal at least 24 hours prior to the scheduled exam during normal business hours (Monday - Friday between 8:00 am - 3:00 pm) to ensure adequate time to prepare materials to be administered.
   3. If you will be delivering the exam/quiz in person, you will need to PRINT the RAMS Accommodate Alternative Testing Request and include the printed information sheet with the exam/quiz that is delivered in person.
   4. Exams/Quizzes to be delivered to the OEA: Testing materials, including the cover page (1.b above), should be delivered at least 24 hours prior to the scheduled exam during normal business hours  (Monday - Friday between 8:00 am - 3:00 pm). Materials will be returned via RAMS Accommodate Portal unless otherwise indicated.  Materials may take up to 24 hours to appear in your RAMS Accommodate Portal.
2. Upon completion of the faculty portion of the process, the faculty and the student will receive a confirmation that the proctoring appointment has been scheduled.

Please note that in order to preserve the integrity of testing materials, students are not permitted to transport their own testing materials regardless of any other measures taken.
**All exams pages should be numbered to ensure the student is provided the appropriate materials.**

How to complete the faculty portion of the Proctoring Center Request form:

1. Log on to the RAMS ACCOMMODATE Portal then Select the "Course" > "Alternative Test Room Bookings" > "Pending" > Select "Students Name"> Approve the requested date/time> Select "Complete Exam Form" > Select "Save"> Select "Submit".

2. When completing the "Exam Form" during the approval process make sure to provide the requested information:

1. 1. "Title" can be whatever you like -- this can be used to keep your testing materials organized within your portal.
   2. Indicate whether you would like to submit your materials through RAMS Accommodate Portal (preferred) or in person during office hours (Monday - Friday between 8:00 am - 3:00 pm).
   3. Indicate whether you would like to receive completed testing materials through RAMS Accommodate Portal (preferred) or in person during office hours (Monday - Friday between 8:00 am - 3:00 pm).
   4. Indicate any additional materials the student is allowed during their exam.
   5. Attach testing materials for upload (All exams pages should be numbered).
   6. Indicate when the test is being administered.
   7. Indicate whether or not these materials can be used for all OEAPC students in the same course taking the exam at the same time.
   8. Submit Request
   9. You will be notified when your completed testing materials are available.

Step-by-Step Video on How to Complete a Faculty Proctoring Center Request Form-->

Faculty, Students, and the Proctoring Center will receive a confirmation email containing the exam and proctoring appointment details. Please review this email and let Proctoring Center staff know immediately if something is incorrect.

• Students should arrive for their scheduled exam a few minutes prior to the time stated in the confirmation email and must provide their WCU Student ID card prior to taking an exam.
• The end time of the exam is fixed and will not be adjusted for tardiness. If a student arrives too late to begin the exam (as determined by the OEA staff), the instructor will be notified by email that the exam will need to be rescheduled. If the student is in the OEA Proctoring center, but is not able to start on time due to issues beyond their control such as missing testing materials, technical difficulties, absent passwords, etc. their end time will be adjusted accordingly.
• In order to reschedule a missed or cancelled exam, students must submit a new online request form through RAMS ACCOMMODATE Portal . The OEA cannot determine the rescheduling of exams without consulting with the faculty member.
• Once a student begins an exam, they must complete the exam within the predetermined time frame without leaving the room (with the exception of accommodations for stop the clock breaks and other supervised breaks as indicated in a student's Letter of Accommodation).
• West Chester University’s Code of Conduct is in effect at OEA. OEA staff reserves the right to monitor student activity at all times during test administration.
• Food and drink must be examined by OEA staff and is not allowed near electronic equipment.  Any food or drink consumed in the OEA Proctoring Center should be able to be consumed quietly and in a way that does not disrupt other students.  
• All personal items (including, but not limited to, cell phones, smart watches, coats and backpacks) must be checked in by OEA staff prior to the start of the exam. Electronic devices must be turned off. Staff will monitor these items during the examination period. Complete security is not guaranteed.

• If your accommodations include a reader and/or a scribe you should submit a request through RAMS Accommodate Portal at least one week in advance of the exam in order to allow for enough time to make the necessary arrangements.
• Failure to provide sufficient notice could impact OEA's ability to provide your accommodations as approved.  AI options are available.