Testing Centre Usage Policy

Policy Number: SS-3208-2022

Policy Title: Testing Centre Usage Policy

Effective Date: January 19, 2022

1. Purpose

The purpose of this policy is to define the services, priorities and responsibilities of the Testing Centre, including important processes related to test booking, communication, academic integrity, academic accommodations, and confidentiality. This policy also outlines the responsibilities of students and employees who require use of the facility.

The core purpose of the Testing Centre is to support the academic success of all students, with a priority placed on ensuring students who need testing accommodations receive them in a convenient, accessible, and respectful manner.

2. Application and Scope

This policy applies to all employees and students that engage with any of the services offered by the Testing Centre, either in person in one of the Testing Centre locations, or online via virtual testing and proctoring services. Testing Centre Services may change from time to time, but generally include: Accommodated Testing, Pre and Post Admissions Testing, Missed and Make-Up Tests, Proctoring of External Tests, Research Activities and College or Ministry offered standardized tests. For the purpose of this policy, engagement with services includes the communication and sharing of documents with Testing Centre staff before, during and after a student(s) has written a test.

3. Definitions

”Accessible Learning Services Accommodation Letter or AL” refers to the documentation that highlights a student’s accommodation for in-class learning and testing. See “Test Accommodations” for some examples.

“Accommodated Testing” refers to any quizzes, tests or exams that are administered to students with testing accommodations or Accommodation Letter through Accessible Learning Services. See “Test Accommodations” for some examples.

“Assessments for Success (AFS)” refers to the suite of pre-placement testing that take place after a students’ acceptance and confirmation of program, but prior to beginning their program.

“Missed and Make-Up Testing” refers to any tests or exams that are administered to students who are required to test outside of scheduled class time due to a conflict or special consideration. Examples of missed and make-up testing include, but are not limited to: student illness, missed assignment due to inclement weather and final exam conflicts.

“Post-Admission or Pre-Placement Testing” refers to any tests that may take place after a student’s acceptance and confirmation of program, but prior to beginning their program. This includes the Assessments for Success (AFS) suite.

“Pre-Admission Testing” refers to any exam that is meant to measure a student’s knowledge prior to being given a letter of admission into a specific program. Examples include Mature Applicant Testing and HOAE.

“Test Accommodations” are accommodations that are required to write/complete the test, and include, but are not limited to the following: extra time, use of assistive technology for reading and writing, clarification, isolation room, memory aids, formula sheets, and digital recordings.

4. Principles

Academic Success: Mohawk College is committed to fostering a supportive, healthy and inclusive college environment conducive to positive learning experiences and student academic success.

Academic Integrity: A code of conduct that demonstrates commitment to core values, described by the International Council of Academic Integrity as honesty, trust, fairness, respect, and responsibility; and associated behaviours of approaching all academic work ethically and honestly, holding self and others accountable to these values, creating one’s own work and crediting or citing the work of others as appropriate and abiding by the responsibilities, duties, and guidelines as described in this policy.

Accessibility: Mohawk College is committed to standards of accessibility in keeping with Provincial Legislation by providing goods, services and an environment that removes barriers physically and in accessing or understanding information

Confidentiality: Mohawk College will respect the privacy of all persons concerning self-disclosed information in accordance with the College’s guidelines on Access to Information and Protection of Privacy and the Information Governance and Security Policy.

5. Accountability and Compliance

5.1 Accountability Framework

This policy has been approved by the Senior Leadership Team.

5.2 Compliance

The Dean of Students is responsible for monitoring the effectiveness of this policy and initiating a review of the policy every five years.

6. Scope and Prioritization

The core Testing Centre services, include: Accommodated Testing, Pre and Post Admissions Testing, Missed and Make-Up Tests, Proctoring of External Tests, Research Activities and College or Ministry offered standardized tests.

Testing is prioritized in the following sequence:

Accommodated testing for students with disabilities and needs defined by their Accommodation Letter (and especially during peak academic periods such as during mid-term and final exam weeks).
Pre and post admissions testing to support our Admissions Standards Policy and ensure the proper placement of students in their respective courses.
Missed and make-up testing services, but only where reasonable solutions could not be found between the student and faculty member as per the Student Assessment Policy. As such, missed and make-up testing only occurs in extenuating circumstances and/or as a way to ensure the College meets it duty to accommodate.
Final priority is given to external proctoring exams and research activities, as they provide opportunities for the Testing Centre to enhance services through the generation of new revenue. Such activities will not limit the supply of testing seats/space during periods of the academic year.
College or Ministry mandated standardized testing has not yet been introduced; however, it is a possibility and may be prioritized higher on the list.

Testing Centre staff will facilitate tests in the manner in which they were designed; however, from time to time, where test facilitation instructions are unclear, conflict with academic integrity or the College’s duty to accommodate, the Testing Centre staff has the authority to instruct based on the best information available to them, including the Accommodation Letter. The Testing Centre will always make reasonable efforts to contact the individual responsible for the test (or Accommodation Letter) before making any changes to the facilitation process.

6.1 Accommodated Testing

As per the Academic Accommodation for Students with Disabilities Policy, the Testing Centre employees will administer accommodations.

Accommodations pertaining to a documented disability (temporary or permanent) will be provided in accordance with the Academic Accommodation for Students with Disabilities Policy.
Accommodations pertaining to other human rights ground will be provided in accordance with the Student Human Rights Policy.
Exam testing will be given priority for all ALS students at the same time as their scheduled exams.
In keeping with timely and accessible supports, Testing Centre employees have authority to manage student change requests. All reasonable efforts will be made to communicate with ALS and the faculty member teaching the course and ensure accommodations are congruent with the institution’s duty to accommodate.

6.2 Pre-Admission, Pre-Placement and Assessments for Success

6.2.1 Admissions Testing

The Testing Centre will administer an Admissions test with a valid referral form from an Admissions Advisor, Coach, International Staff or a Continuing Education Coordinator. The valid referral will verify the applicant has a valid Ontario College Application Service (OCAS) application and the correct test is being administered based on program requirements (this includes GAS-EAP Placement Testing).

6.2.2 Assessments for Success

In the case of an invalid or disputed result from a post-admission test, a Subject Matter Expert from the Communications Area will review the assessment and assign the appropriate score and COMM course placement, if applicable.
In the event the Testing Centre does not receive a valid referral, all reasonable efforts will be made to contact the organizer to validate the referral. If the organizer cannot be contacted the program area supervisor/manager will be contacted to assist prior to booking.

6.3 Missed and Make-Up Tests

As per the Student Assessment Policy, for programs and/or courses with a final examination, relief for a student that misses the final exam will be determined by the course faculty in consultation with the program coordinator and Associate Dean, in accordance with all other rules in this policy.
The number of missed and makeup tests the Testing Centre will accept from a faculty member or department will be limited, based on resources and capacity. In this instance, it is the faculty member’s responsibility to consider a reasonable or alternate assessment solution to the missed /makeup test.
Missed and make-up testing will be limited during peak periods including midterm and final exam week. However, a missed and make-up testing schedule will be posted where faculty and students can access to indicate when the testing centre is available for missed and make-up testing during peak periods.

6.4 Scheduled and Unforeseen Circumstances

In the event of an emergency evacuation, the Testing Centre employees will determine an alternative assessment date and time in consultation with the test owner. All reasonable steps shall be taken to ensure that students shall not be negatively impacted as a result of an emergency evacuation.
In the event of a campus closure, assessments will be re-scheduled, to be determined by the Testing Centre employees to ensure scheduling of the Testing Centre space, in consultation with the course faculty and or the admissions office.

6.5 Breach of Academic Integrity

Any breach of academic integrity will be responded to in accordance with the Academic Integrity Policy, specifically, Testing Centre employees will monitor, write a report, and submit to faculty as per the Academic Integrity Policy.
Inappropriate student behaviour will be responded to in accordance with the Student Behaviour Policy, specifically inappropriate behaviour will be addressed by Testing Centre staff, and in significant situations, the test may be stopped, to ensure other students in the Centre are not disrupted, or caused undue stress.

6.6 Confidentiality and Sharing of Files

As per the Academic Accommodation for Students with Disabilities policy Mohawk College will respect the privacy of all persons concerning self-disclosed information in accordance with the College’s guidelines on Access to Information and Protection of Privacy and Accessible Learning Services’ Confidentiality Agreement.

7. Roles and Responsibilities

7.1 Testing Centre Staff

As per the Accommodations for Students with Disabilities Policy, the Testing Centre employees will work with students to support their responsibilities associated with test and exam arrangements and the use of recommended accommodations.
As per the Accommodations for Students with Disabilities Policy, the Testing Centre employees are responsible for referring students who require testing accommodations to Accessible Learning Services.
In keeping with our duty to accommodate, the Testing Centre employees have the authority to interpret the accommodations provided by the faculty and compare with the accommodations listed on the students’ Accommodation Letter. In the event that there is a discrepancy between the test form and the Accommodation Letter or the Accommodation Letter and the test owner’s instructions, the Testing Centre staff will make all reasonable efforts to contact the relevant parties to mitigate the discrepancy. In the event Testing Centre staff cannot contact the relevant party, they will proceed with providing the accommodation as per the Accommodation Letter.

7.2 Students

As per the Accommodations for Students with Disabilities Policy, student’s will acknowledge their responsibilities regarding distribution of the Accommodation Letter, their responsibilities associated with test and exam arrangements, and the use of recommended accommodations (i.e. memory aids / formula sheets, digital recordings).
As per the Accommodations for Students with Disabilities Policy, students will follow the online test booking procedure through MyMohawk. Specifically, ALS tests and exams are required to be booked at least seven (7) days in advance.
Students will follow the rules posted about unauthorized materials in the testing room including, but not limited to: cellphones or smart watches, backpacks, purses or other items used for carrying personal items, food or drinks, books, notes or handouts unless indicated on their personal Accommodation Letter.
If a student requires a short-term booking they will visit the Testing Centre to find out the availability. If the Testing Centre cannot accommodate, the student may choose an alternate date with the permission of the faculty prior to booking which the student must attain.

7.3 Faculty/Test Owners

7.3.1 Accommodated Testing

Faculty will review the Accommodation Letter and remind all students to book their tests seven (7) days in advance through MyMohawk and help students plan this out using the course outline.
Once a student has booked a test online, a testing request (email) and Testing Detail Form will be sent to the faculty’s Mohawk email account. It is the responsibility of the faculty member to fill out the Testing Detail Form, including full contact information and email or drop the form off with the test or exam a minimum of 48 hours in advance to the Testing Center.

7.3.2 Missed and Make-Up Testing

It is the faculty member’s responsibility to first consider a reasonable or alternate assessment solution to the missed / make-up test.
It is the faculty member’s responsibility to provide the test(s) and the testing referral form to the Testing Centre and notify the student of the timeframe (with respect to the Testing Centre posted hours) within which they must write the test. In the instance there is a discrepancy, the student will be referred back to the faculty member.

7.4 Accessible Learning Services

As per the Accommodations for Students with Disabilities Policy, ALS will identify the student’s responsibilities regarding distribution of the Accommodation Letter and associated with test and exam arrangements, and the use of recommended accommodations.
As per the Accommodations for Students with Disabilities Policy, ALS will make the student aware of the online test booking procedure through MyMohawk. Specifically, Accessible Learning Services will identify that tests and exams are required to be booked at least seven (7) days ahead of when they are to be written in order to ensure tests have time to be converted into alternative formats.

8. Policy Revision Date

8.1 Policy Revision Date

January 2027

8.2 Responsibility

The Dean of Students will review this policy every five years or earlier if required.