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(Public) Foundational Logistics to Consider Transitioning Running In-Person exams
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For Quizzes inside of regularly scheduled class times

  1. Considerations for the general class

  2. Considerations for OAE accommodated students

For longer Exams/Assessments:

Determine whether exam will occur during or outside of regular class times

  1. Considerations for Exams during class

  1. Can minimize student conflicts with exam time, however may present greater administrative challenges with OAE exam accommodations
  2. The assigned classroom is often not large enough for students to spread out (every-other-seat); are you able to reserve additional rooms during the same time?
  3. Do you have sufficient time within your class period for the assessment? It will take 5-10 minutes for students to get seated, and hand out/collect exams.
  4. Are there multiple sections running throughout the day, creating exam integrity issues?  (i.e. student could take the exam multiple times or share exam between sections)

  1. Considerations for Exams in the evening

  1. If there are multiple sections during the day, a single exam slot at night can reduce academic integrity concerns; also can be easier for scheduling OAE students with extended time accommodations
  2. Exams should not start before 5:30pm to avoid majority of course conflicts.  Be aware that many of the large lecture courses run evening exams and schedule for alternate days to avoid large student and classroom conflicts
  3. Exam dates/times should be announced at start of quarter
  4. Alternate/late seating time should be offered for students with evening course conflict

Reserve rooms & staffing

You will need sufficient rooms and staff to administer exams in those different rooms for the following

  1. Main exam room for majority of class, enough seats for students to sit every other seat (2* number of seats)
  2. Alternate seating room for students with a course conflict during main exam time
  3. Additional rooms needed for OAE students (see OAE logistics below)

Organize logistics for Students with OAE Exam accommodations

  1. Set up Google form to collect and organize OAE Accommodation Letters

  1. Template for collecting OAE accommodation letters 
  2. Click here to make your own copy of the google form

  1. Separate rooms for supporting OAE students. Rooms can be reserved via 25Live

  1. 50% extended time, distraction reduced
  2. 100% extended time, distraction reduced
  3. Private room accommodations
  4. How to set up distraction reduced spaces: Exam Accommodations: Distraction-Reduced Seating | Office of Accessible Education

  1. Specialized exam accommodations (i.e. private exam room, scrubbed laptops, locked down i-Pads, furniture) will be handled at the Centralized Testing Center (CTC).

  1. The Primary Instructors must complete the CTC testing agreement and provide exam and administration details to CTC

Organize logistics for any student-athletes who may be traveling during the exam 

  1. AY25-26 Instructions for Coordination of Exams with Student.docx

  2. Student-athletes

  1. Student-athletes should connect the professor with the Stanford Athletic staff/Coach who will be responsible for administering the exam while the student is on the road, as well as Sonia Chan (via studentathletecourseconflicts@stanford.edu)