Faculty CTC Resources

Resources 

CTC Supported Accommodations at the CTC (Current Scope)

The CTC currently schedules and proctors certain OAE-approved accommodations for students who are enrolled in a course that is being proctored and submit exam requests through OAE|CONNECT. Within the current scope, CTC-supported accommodations include:

• Private exam rooms;
• 100% extended time (or more);
• Furniture-related accommodations;
• Human reader and/or scribe; 
• Use of an OAE scrubbed laptop; 
• Use of an OAE lockdown iPad; 
• Use of a student’s highly configured device with assistive technology (e.g., BrailleNote). 
• Use of 4-function calculators;
• Use of medical devices such as smartphone for medical monitoring

The CTC also supports rescheduled, makeup, exam conflicts and postponement accommodation exams (any extended time) in a proctored setting, consistent with current operations.

Best Practices When Administering Accommodated Exams in the CTC

To ensure students receive their approved accommodations in a timely and appropriate manner, consistent with legal requirements, OAE requires instructors/faculty to collaborate fully in the process and submit materials and information in a timely manner. The guidelines below are required for the CTC to facilitate accommodations on behalf of the course instructor/faculty member. 

• CTC eligible students are directed by the Disability Adviser or teaching team to submit their exam requests directly on OAE|CONNECT. Instructions for students on how to submit exam requests can be found on oae.stanford.edu/ctc. 
• Course instructors/faculty members (whose courses require exams) are required to complete a course-specific Testing Agreement as soon as the student submits an exam request to test with the CTC. The Testing Agreement enables the CTC to understand the exam conditions (e.g., allowable aids/materials) and to schedule and prepare appropriately. Without this information, the CTC cannot guarantee that students will test under the same conditions as the rest of the class. Instructors will receive instructions for completing the Testing Agreement in the email from the CTC.
• All exams must be received by CTC 24 hours in advance prior to the start of the exam. This enables CTC to apply any accommodation modifications (such as enlargement/ tech set-up), and print/batch the exams. Exams will not be facilitated by CTC if it is not received at least  24 hours in advance.
• To ensure smooth administration and parity with the main exam room, faculty should clearly specify permitted aids, calculator rules, notes/open-book status, scratch paper handling and return, start-time windows, late/early-finish procedures, and how exam questions/clarifications will be handled during the testing window in the Testing Agreement. 
• If the teaching team issues corrections or clarifications during the exam, ensure those are communicated to the CTC via the agreed process so CTC students receive the same information as the main exam room.
• Exams may be picked up from the CTC after all students in the course have finished testing, either via the secure locker or through in-person pickup. The CTC will notify you when exams are placed in the locker and will provide the access code. When picking up exams, you must complete the CTC Exam Pick-up Form: goto.stanford.edu/CTCpickup. 
• Alternatively, you or your delegate may pick up exams in person no earlier than 15 minutes before the latest exam end time. If you need building access after 7:00 p.m., please contact the CTC team via email or Slack.

Faculty-administered Accommodations in Academic Space (Current Scope)

The CTC does not currently support administration of 50% extended time or distraction-reduced space exam accommodations. These accommodations remain the responsibility of the instructor/teaching team and should be implemented as part of the course’s exam administration plan. When booking space to administer OAE exams in faculty space,  please refer to the detailed guidance for seating students who are approved for a distraction-reduced environment. 

When collecting student accommodations letters, faculty can direct any CTC eligible students to submit exam requests directly on OAE|CONNECT. Instructions for students on how to submit exam requests can be found on oae.stanford.edu/ctc.

Best Practices When Administering Accommodated Exams in Faculty Space

Exam accommodations should be delivered as detailed in the student’s accommodation letter  while maintaining exam integrity across all testing locations. 

• Plan logistics early (space, staffing, timing, and materials handling) so the accommodated room mirrors the structure of the main exam room. 
• Use assigned seating when more than one student is in the room (a simple seating chart is sufficient), restrict items at desks by having students store backpacks and electronics away from seats in a supervised area, and provide a visible time display so students do not need to check phones for the time. Confirm identity by checking IDs at entry or at submission. 
• Use the same exam policy reminder “script” that is read in the main room so students in all locations receive identical expectations about permitted and unpermitted aids and integrity rules. 
• When students need to leave the room, require sign-out/sign-in and have the student leave the exam with course staff while out of the room (or follow your secure exam-handling protocol); document breaks with staff initials.
•  Extended time should be implemented precisely by calculating the student’s end time in advance and recording it, and by providing parallel time announcements aligned to the student’s testing window. If multiple proctors are involved, communicate discreetly and neutrally (e.g., by seat number/area) to avoid bias.

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