Alternative Testing Procedure

This page has multiple sections: Faculty Responsibilities if they have a student with alternative testing accommodations, Student Responsibilities if they have an alternative testing accommodation, two important notes regarding scheduling Finals and Academic Dishonesty, and lastly an outline of the Testing Process, from start to finish.

The term ‘test’ on this page refers to any quiz, test, or exam given in class, with the exception of Final Exams.  Please skip to Final Exams for more information.

Faculty Responsibilities

It is the faculty’s responsibility to respond to a student’s alternative testing request in order for the DRC to effectively proctor tests.  Faculty may choose from 2 options:

Option 1 – Utilizing online MyDRC Test Proctoring Form

The online MyDRC Test Proctoring Form allows for faculty to fill out one form per course covering all students in the course and all tests for the entire quarter.  If utilizing this option, faculty will receive an email notification for each test appointment created by a student.  This email includes a link to submit your test.  Faculty can submit tests via this link, email the test to DRC@bellevuecollege.edu, drop off the test in our office in B132, or drop off the test after hours in our drop box – located in front of our office.

Option 2 – Utilizing the paper Test Proctoring Form (aka, the Green Form)

The paper Test Proctoring Form allows for one form per student, per test throughout the quarter.  If utilizing the paper Test Proctoring Form, faculty will receive a paper form from each student for each test or may download the Test Proctoring Form.  Please complete this form in full for each test and each student when submitting tests to the DRC.  Faculty can submit tests by emailing the test to DRC@bellevuecollege.edu, drop off the test in our office in B132, or drop off the test after hours in our drop box – located in front of our office.  Notice:  Effective Spring Quarter 2017 this will no longer be an available option as the Green Test Proctoring Form has been discontinued.

For more information on the different methods of submitting tests to the DRC, see “The Testing Process: Receiving Tests” below.

Student Responsibilities

It is the student’s responsibility to schedule individual tests under the following procedures.  Tests and space may not be available if students do not follow these procedures.

Option 1 – Utilizing online MyDRC Test Proctoring Form

If your instructor has filled out the online MyDRC Test Proctoring Form for your course, students will need to schedule their tests via MyDRC.  Utilizing this process creates a Test Appointment AND sends the instructor a notification at the same time; this process eliminates the need for the paper Test Proctoring Form.

  • Start off by logging in to your MyDRC account. If you are unsure how to do so, please see the tutorial on “How to Log In to the MyDRC System” available in the MyDRC User Guide.
  • Click on the Alternative Testing link. This link can be found in the navigation menus on the left side of the dashboard; the fourth option underneath the “My Accommodations” heading.
  • In the box labeled “Alternative Testing Contract(s),” select the class you want to schedule an exam for from the drop-down menu, then click on the button labeled “Schedule an Exam.”
  • Before you get started filling out the Exam Request form, be sure to read over the Terms and Conditions section in the yellow box at the top of the page.  The second bullet point in the list states that you are allowed to request certain types of exams. Those exam types (e.g. final, midterm, test, or quiz) are listed in the “Exam Schedule Availability” table which is linked at the bottom of the Terms and Conditions box.   Click on this link, since you will need to review the table before filling out the rest of the form. After reviewing the information in the Exam Schedule Availability table, you can return to the Exam Request form. You may find it helpful to leave the table open in your browser to review as needed while filling out the rest of the form.
  • The Exam Detail box is the section of the form where you enter all of the request information.  When filling out this section of the form, please note that any part marked with an asterisk (*) is required information and must be included in order for the form to be submitted.

Request Type*: Select the type of exam from the drop-down menu. If you aren’t sure what kind of exam it is, just select the “Test” option.

Date*: Enter the date you want to take the test. Be sure to follow the formatting guidelines provided on the form.

Time*: Enter the time you want to start taking your exam. Be sure to double check the Exam Schedule Availability table for any time restrictions. Note that generally exams are started on the hour or half-hour.

Services Requested*: This box only lists your approved testing accommodations. Please select all of the accommodations you want to use for this test. NOTE: Only the selected accommodations will appear on the Exam Request sent to both your instructor and the DRC.

Additional Note: This note goes to the DRC, so if you have any questions for us about testing procedures or if there are other services or supplies you need that you don’t see listed in your accommodations (e.g. a computer, a calculator) then you can enter that here. You can also list other approved accommodations you may need for testing (e.g. adaptive furniture).

  • Take a moment to look over the information you have entered to verify that it is complete and accurate.  To submit your Exam Request, click on the button labeled “Add Exam Request” near the bottom of the page.  NOTE: Be sure to click on the “Add Exam Request” button on the left (circled in red in the above image). If you click the “Back to Testing Requests Overview” button, you will be returned to the Overview page and your Exam Request will NOT be submitted.
  • Once you click on the “Add Exam Request” button, the browser will reload the Exam Request page and a box stating “System Update is Successful” will appear near the top of the page.  Additionally, your Exam Request will now appear in the box for “Upcoming Exam Request(s) for the Current Class,” and its status will be listed as “Processing.”This confirms that your Exam Request has been sent to the DRC, where it will be either approved or denied. If your Request is approved, the DRC will send you a confirmation e-mail. If your Request is denied, the DRC will e-mail you an explanation of why it was denied, and instructions to either reschedule, submit a new request, or to modify the original.
  • Show up 5 to 10 minutes early to your Test Appointment so you can be organized and ready to move into the testing room at the appointed time of your test.  All Alternative Tests are taken in the DRC Testing Room within the Testing Center in B142 unless otherwise specified.
  • If you need to miss your test, see instructions on “How to Modify an Exam Request” or “How to Reschedule an Exam,” in the MyDRC User Guide.  Your instructor may need to approve if you can make up the test, as well as the new date and time.

Option 2 – Utilizing the paper Test Proctoring Form (aka, the Green Form)

If your instructor has not filled out the online MyDRC Test Proctoring Form for your course, students will need to schedule their tests with the DRC AND fill out a paper Test Proctoring Form and submit the form to their instructor.

  • Schedule a Test Appointment with the DRC at least two days before the test is to be taken.  If you require assistive technology or a scribe, schedule your Test Appointment at least 4 days in advance with the DRC and remember to indicate to the DRC your need.
    • You may schedule a Test Appointment by stopping by B132, calling 425-564-2498, or emailing drc@bellevuecollege.edu.
    • You may also fill out a Syllabi Review form (the bright pink one) to schedule all of your tests for the quarter at one time.  The Syllabi Review form is available in the DRC Office Lobby (B132) or you may download it from our DRC Forms page.
  • Tests should be scheduled no later than the date and time the test is scheduled for the class.  If you would like to schedule the test after this time, Instructor permission is required.
  • Deliver a filled-out Test Proctoring Form (aka the Green Form) to your instructor at least two business days before the test is to be taken.  Prior to delivering the form to your instructor, please discuss with them how they would like to receive the form (e.g. via email, dropped off in class, at their office, etc.).  Be sure to write your name, class name, instructor name, test date and time, and signature on the form.  Please note: if you would like to take the test some time other than the date and time the class is scheduled to take it, your instructor must provide approval.
    • You may pick up the Test Proctoring Form in the DRC Office lobby (B132), or download it from our DRC Forms page.
  • Show up 5 to 10 minutes early to your Test Appointment so you can be organized and ready to move into the testing room at the appointed time of your test.  All Alternative Tests are taken in the DRC Testing Room within the Testing Center in B142 unless otherwise specified.
  • If you need to miss your test, please email your instructor and the DRC as soon as possible.  Your instructor will need to approve if you can make up the test, as well as the new date and time.

Effective Winter 2014!  There will now be follow-up conversations for students who do not make Test Appointments.  You can expect the following:

  • The first time a student shows up to take a test without a Test Appointment, they will be reminded of the requirement and informed that should this happen again, they will be required to meet with the DRC Director or designee.
  • The second time a student shows up to take a test without a Test Appointment, they will be reminded of the requirement and informed that the DRC Director or designee will be in touch to set up an appointment.  The DRC Director or designee will email and call the student to set up an appointment.  This appointment will be to discuss why the student is not following DRC procedures.  The DRC Director or designee will work with students whose disability is the cause of not creating Test Appointments to create success strategies for the student to remember to follow procedures.  The student will be informed that if they continue to not make Test Appointments, they may be referred to the Dean of Student Success.
  • The third and subsequent times a student shows up to take a test without a Test Appointment, they will be reminded of the requirement and informed either the DRC Director or designee or the Dean of Student Success will be in touch to set up an appointment.  This appointment will be to discuss why the student is not following DRC procedures.  The DRC Director or designee will continue to work with students whose disability is the cause of not creating Test Appointments.  Others will be referred to the Dean of Student Success.  A disciplinary process may be initiated at the Dean’s discretion.

IMPORTANT!  Final Exams

Final exams require extensive scheduling and, therefore, Test Appointments must be made four weeks in advance.  The DRC emails deadlines and reminders for scheduling final exams every quarter.  If you are late to schedule you may need to take the final in the classroom with your peers.

Be sure to be on time when scheduling your final tests for the quarter!

IMPORTANT!  Academic Dishonesty

Academic Dishonesty (aka cheating) will not be tolerated.  Over the past few years, we have caught students cheating thanks to the vigilance of our proctors and safeguards within the testing rooms.

If there is a suspicion of academic dishonesty, the proctor or other DRC staff will approach you and remove any materials that you are not allowed to use on your test.  This may include, but is not limited to, cell phones or additional notes.  Your test will be marked to indicate the items you have worked on with the unapproved test aides.  Your instructor will be sent an email outlining the situation; the Dean of Student Success will be CC’ed on this email.   Your instructor will then determine what action will be taken regarding the test – we encourage all instructors to treat cases of academic dishonesty as outlined in their syllabus and as they would with any student.  The Dean of Student Success also makes a decision as to whether to pursue a conduct case separate from the classroom.

 

The Testing Process

Receiving Tests

Important:  The DRC will not accept tests delivered by students unaccompanied by their instructor.

Instructor Submits via MyDRC

  • This automatically updates the student’s MyDRC Test Appointment to indicate there is a test.
  • Monday – Tuesday, 11AM-12PM, the Part-time Proctor will print all tests for the next day, along with MyDRC Test Proctoring Form. The MyDRC Test Proctoring Forms are attached to the appropriate tests.
  • Wednesday 11AM-12PM will print for Thursday, Friday and the following Monday.
  • Tests are alphabetized by student last name and put in the ‘Today’s Tests’ folder in the top drawer of the cabinet in the Testing Room.

Instructor Emails via DRC@bellevuecollege.edu

  • The DRC Email account is to be checked specifically for tests at minimum three times per day – as part of Front Desk Opening Procedures, and the morning and afternoon Front Desk Test Slots (these are two times per day one of the Front Desk Staff will move from their Front Desk Station to the Copy Room to focus on printing tests, as well as scanning and returning tests). If able depending on how busy the DRC Office is, this may happen additional times throughout the day.
  • Front Desk staff will print all tests, along with any instructions included in the email if present. Emailed instructions are attached to appropriate tests.
    • For tests without email instructions, Front Desk Staff will check MyDRC for MyDRC Test Proctoring Forms. If present, this will be printed and attached to the appropriate tests.
    • For tests without email instructions and no MyDRC Test Proctoring Form, Front Desk Staff will attach a paper Testing Proctoring Form to the test with the instructor’s name, class and student name; Front Desk Staff will email instructor requesting instructions for proctoring and returning test. If no instructions are given prior to student’s Test Appointment, Proctoring Staff will attempt to reach the instructor when the student arrives. If they are unable to contact the instructor, Proctoring Staff will do their best to determine how to proctor test (e.g. the previous tests for the class have all been X time so that is duplicated, a paper Test Proctor Form was submitted for another student in the same course, Finals have a standard general time of 1 hour 50 min, etc.).
  • Tests are put into ‘For B142’ folder in the Test File Folder behind the Front Desk.

Instructor Hand Delivers Test to DRC Office in B132

  • Instructor will be asked to fill out the Test Drop-Off and Pick-Up Log Sheet. This sheet asks for the following information: Instructor Name, Class, Date, whether Dropping Off or Picking Up, Student Initials for each test dropped off or picked up.
  • Instructor will hand tests to Front Desk Staff.
    • For tests without a paper Test Proctoring Form, Front Desk Staff will ask instructor if they filled out the MyDRC Test Proctoring Form. If present the instructor has, the Front Desk Staff will print and attach to the appropriate tests.
    • For tests without a paper Test Proctoring Form and no MyDRC Test Proctoring Form, Front Desk Staff will ask the instructor to fill out a Test Proctoring Form or ask the instructor for the directions and fill out a Test Proctoring Form with the instructor present. This will be attached to the appropriate tests. If no instructions are given prior to student’s Test Appointment, Proctoring Staff will attempt to reach the instructor when the student arrives. If they are unable to contact the instructor, Proctoring Staff will do their best to determine how to proctor test (e.g. the previous tests for the class have all been X time so we will duplicate that time, Finals have a standard general time of 1 hour 50 min, etc.).
  • Tests are put into ‘For B142’ folder in the Test File Folder behind the Front Desk.

Instructor Uses DRC Drop Box Outside the DRC Office

  • Front Desk Staff will check this box at minimum once per day – as part of Front Desk Opening Procedures; this will happen minimum twice per day Monday through Wednesday as part of the Parttime Proctor Next Day Test Preparation Process. If able depending on how busy the DRC Office is, this may happen additional times throughout the day.
    • For tests without a paper Test Proctoring Form, Front Desk Staff will check MyDRC for MyDRC Test Proctoring Forms. If present, this will be printed and attached to the appropriate tests.
    • For tests without a paper Test Proctoring Form and no MyDRC Test Proctoring Form, Front Desk Staff will attach a note to the test with the instructor’s name, class and student name (if known); Front Desk Staff will email instructor requesting instructions for proctoring and returning test. If no instructions are given prior to student’s Test Appointment, Proctoring Staff will attempt to reach the instructor when the student arrives. If they are unable to contact the instructor, Proctoring Staff will do their best to determine how to proctor test (e.g. the previous tests for the class have all been X time so that is duplicated, a paper Test Proctor Form was submitted for another student in the same course, Finals have a standard general time of 1 hour 50 min, etc.).
  • Tests are put into ‘For B142’ folder in the Test File Folder behind the Front Desk.

Tests Moving from B132 to B142

  • Tests are picked up from the ‘For B142’ folder at minimum three times per day – as part of the Parttime Proctor Opening Procedures (8AM), as part of the Fulltime Proctor Arrival Procedures (11AM) and when the Fulltime Proctor returns from lunch (~4PM).
  • The Parttime Proctor as part of Opening Procedures will pull any tests for that day and put in the ‘Today’s Tests’ folder in the top drawer of the cabinet in the Testing Room. All other tests are alphabetized by student last name in the top drawer of the cabinet in the Testing Room.
  • Tests sent via email or delivered shortly before a student’s Test Appointment may, after following the appropriate process for attaching instructions, be hand delivered over to B142 by any staff that has received the test. ONLY that test should be taken from B132 to B142.

Tests Moving from B142 to B132

  • Once a student is finished with a test, their testing details are logged into MyDRC if there is a MyDRC Test Proctoring Form, or on a hard copy log if there is not MyDRC Test Proctoring Form.
  • Tests are put into the ‘Finished Tests’ folder kept at the Proctoring Desk. At the end of the day, the ‘Finished Tests’ folder is put in the top drawer of the cabinet in the Testing Room.
  • Front Desk Staff will pick up tests from the ‘Finished Tests’ folder at minimum three times per day – as part of Front Desk Opening Procedures, and the morning and afternoon Front Desk Test Slots. If able depending on how busy the DRC Office is, this may happen at additional times throughout the day.
  • Tests are sorted as indicated in the ‘Returning Tests to Instructors’ section.

Returning Tests to Instructors

Instructor Indicates a Scan and Email as Soon as Test is Done

  • Proctors and/or Front Desk Staff will attempt to scan and email test to instructor as soon as this possible depending on how busy the Testing Room and DRC Office is.
  • Front Desk Staff will scan and email tests at minimum two times per day – as part of the morning and afternoon Front Desk Test Slots.
  • All emails containing tests sent to instructors will be CCed to the DRC@bellevuecollege.edu.
  • After being emailed, tests will be prepared to be sent via Campus Mail.
  • Paper or MyDRC Test Proctoring Form is kept and alphabetized by instructor last name in the cabinet below the Test File Folder behind the Front Desk.

Instructor Indicates Scan and Email

  • Front Desk Staff will scan and email tests at minimum two times per day – as part of the morning and afternoon Front Desk Test Slots.
  • All emails containing tests sent to instructors will be CCed to the DRC@bellevuecollege.edu.
  • After being emailed, tests will be prepared to be sent via Campus Mail.
  • Paper or MyDRC Test Proctoring Form is kept and alphabetized by instructor last name in the cabinet below the Test File Folder behind the Front Desk.

Instructor Indicates Pick-Up at DRC

  • Test are alphabetized by instructor last name in the Test File Folder behind the Front Desk.
  • When coming to pick-up the test, the instructor will be asked to fill out the Test Drop-Off and Pick-Up Log Sheet. This sheet asks for the following information: Instructor Name, Class, Date, whether Dropping Off or Picking Up, Student Initials for each test dropped off or picked up.
  • If an instructor comes in to pick-up a test that is not in the Test File Folder behind the Front Desk due to the student having recently taken it, may be picked up in B142 and hand delivered to instructor by any staff assisting the instructor. ONLY that test should be taken from B142 to B132.
  • Paper or MyDRC Test Proctoring Form is kept and alphabetized by instructor last name in the cabinet below the Test File Folder behind the Front Desk.

Parttime Proctor Next Day Test Preparation Process

Collecting Tests

  • Monday – Tuesday, 11AM-12PM, the Parttime Proctor will collect all tests and paper or MyDRC Test Proctoring Forms in which there is a MyDRC Test Appointment or a regular Test Appointment for the next day. This includes collecting tests from:
    • MyDRC
    • The Fulltime Proctor’s (~11AM) pick up of the ‘For B142’ folder in the Test File Folder behind the Front Desk
    • The DRC Drop Box outside the DRC Office
  • Wednesday 11AM-12PM will following this process for Thursday, Friday and the following Monday.

Missing Tests and Instructor Email Reminders

Student has MyDRC Test Appointment
  • For any student who has a MyDRC Test Appointment shown for an upcoming day but without a test for the next day Parttime Proctor will send a MyDRC templated reminder of the Student’s Test Appointment and requesting the test before 8AM the day the student has the test.
Student has a Regular Test Appointment
  • For any student who has a regular Test Appointment shown for an upcoming day but without a test for the next day Parttime Proctor will send a templated reminder via the DRC@bellevuecollege.edu Outlook account of the Student’s Test Appointment and requesting the test before 8AM the day the student has the test.

Student Arrives for Test, Missing Test

  • If a student arrives for a test but there is no test in the ‘Today’s Tests’ folder, the following should be done:
    • Check the tests filed by student last name
    • Check MyDRC
    • Check DRC@bellevuecollege.edu
    • Contact the Front Desk to request they check the ‘For B142’ folder
    • Check if the student set up a MyDRC Test Appointment or a regular Test Appointment and submit a paper Test Proctor Form to their instructor
      • If not, remind student of need to set up a MyDRC or regular Test Appointment and submit a paper Test Proctor Form to their instructor.
    • If no test is found, attempt to contact instructor via email and phone to obtain test
      • If unable to contact instructor, check if we have a test for the same course.
        • If yes, copy test and allow student to test.
        • If no, contact Front Desk to request someone go to classroom to obtain a test.
      • If no test is obtained, reschedule student Test Appointment and direct student to contact instructor regarding reschedule

End of Quarter Processes

Tests in MyDRC

  • All tests in MyDRC are deleted during the Breaks between quarters.

Tests in DRC@bellevuecollege.edu

  • All emails containing tests in the DRC Email will be deleted during the Breaks between quarters.

Hard Copy Tests

Untaken Tests
  • Unless requested by instructor, tests will be shredded during the Breaks between quarters.
    • Instructors requesting tests be returned to them if untaken at the end of the quarter should indicate this in the MyDRC Test Proctor Form, or mark this clearly on any paper Test Proctoring Form.
Taken Tests
  • Staff will contact instructor to inquire what the instructor would like done with them and follow instructor guidance.
  • Tests in which the instructor does not respond will be scanned and emailed to the instructor, then prepared for Campus Mail.

Last Updated June 12, 2019