University Registrar

OFFICE OF THE

University Registrar

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Queen’s University will require all students, staff, and faculty returning to campus to be vaccinated against COVID-19. Students, staff and faculty will need to be fully vaccinated or have a plan to do so, by Sept. 7. Learn more here

 

Accommodations: Student Wellness Services

Queen’s is committed to an inclusive campus community with accessible goods, services, and facilities that respect the dignity and independence of its students.

Alternatives to traditional exams are available for persons requiring accommodation. Arrangements for exams can be made through the Student Wellness Centre at Mitchell Hall, 69 Union Street.

You can reach the Exams Office at Gordon Hall, Room 110  |  exams@queensu.ca

Coronavirus (COVID-19) pandemic - Current Service

The Office of the University Registrar (OUR) is here to provide service to you.

We continue to offer online and remote service delivery to help reduce the global spread of the COVID-19 virus.
Our commitment to provide support to you remains our priority during this time and our core operations will continue.  As many staff within the OUR are working remotely, we would ask that your inquiries be directed as follows:

Please continue to monitor the Queen’s University’s COVID-19 webpage (https://www.queensu.ca/covidinfo/) for the most up to date information.

Guidance for students with accommodations for midterm and final exams is detailed below. Instructors should refer to the Exams Office Services page.

 

Midterm Exam Accommodations: Exam Accommodation System (EAS)

Within the Exam Accommodation System (EAS), exam refers to any quiz, test, or midterm.

The Exams Office uses EAS to manage accommodations for exams during the term. This provides a portal for instructors to enter details of planned exams and a portal for students registered with Student Wellness Services to request accommodations for their exams. The Exams Office collates this data along with students’ accommodation requirements and schedules all accommodated exams accordingly. Depending on the student’s accommodations and the format of the exam, the accommodated exam may be administered by either the Exams Office or the instructor; see Administration of Accommodated Exams below.

If you have any exams for which you will require accommodation, you will need to submit a request through EAS. Submitting a request is a required step. The deadline to submit a request is 10 days before the exam date. If you miss the deadline, you may not have the opportunity to write the exam with accommodation.

You will receive your course syllabi during the first week(s) of class, which should provide the dates of any exams that will occur during the term. Please submit a request for each exam for which you will require accommodation by September 30 (Fall term)/January 31 (Winter term) and no later than 10 days prior to the scheduled exam. Please submit your request(s) through https://eservices.queensu.ca/apps/eas/student. Late requests will not be processed.

Administration of Accommodated Exams
Paper-based Exams

The Exams Office will administer exams for students with one or more of the following accommodations:

  • Private room
  • 45 minutes or more of extra time per 1-hour exam
  • Access to a computer

NOTE: All of these accommodations are eligible for Exams Office administration even if you do not intend to use all of your approved accommodations (e.g. You do not intend to use a computer for a math-based or multiple-choice exam but require your extra time).

You will be writing in-person in one of the accommodated venues (Mitchell Hall or Gordon Hall). Accommodated date, time, and location will be published to EAS the week prior to the scheduled exam:

  • If the exam is on a Monday or Tuesday, the details will be published the Wednesday prior.
  • If the exam is on a Wednesday, Thursday, or Friday, the details will be published the Friday prior.

Cancellation Policy
If you do not require an accommodation that you have requested, you must email exams@queensu.ca and include your name, student number, and the exam details for the accommodated exam you wish to cancel (course code, section, date and time of the exam). Students are solely responsible for making this cancellation to the Exams Office.

For each late cancellation (less than 24 hours) and/or failure to appear, you will be subject to a charge of $45.

NOTE: If you are not approved for one of the eligible accommodations (private room, access to a computer, 45 mins or more of extra time per 1-hour exam), your instructor will be administering your accommodated exam. Submitting a request is still a required step as your accommodations will be communicated to your instructor. Please refer to information from your instructor regarding your arrangements. If you have not received any communication regarding accommodations at least 5 days prior to your exam, please contact your instructor.

Online Exams
The Exams Office is unable to administer online exams in our accommodated venues. Submitting a request is still a required step as your accommodations will be communicated to your instructor. Please refer to information from your instructor regarding your arrangements (e.g. email, onQ announcement, etc.). If you have not received any communication regarding accommodations at least 5 days prior to your exam, please contact your instructor.
Instructor-Administered Exams
Some instructors choose to administer their own accommodated exams and that information will be published to EAS as soon as it is received. In these cases, you must contact your instructor and provide a copy of your Letter of Accommodation no later than 10 days before your exam to request accommodation.

Accommodated exams are scheduled at the same date and time as the rest of the class (generally during class time) unless a student's accommodation prohibits us from scheduling at that time. If an accommodated exam must be moved, it will be moved to the nearest possible time following the originally scheduled exam date and time. Exams cannot be moved to accommodate personal conflicts.

Do not attempt to submit any requests for mid-year or final exams in December/April. Exams which appear in SOLUS will be automatically accommodated and do not require a request.

 

Mid-Year and Final Exam Accommodations: December and April

If you require accommodations for final exams, please ensure you have registered with Student Wellness Services no later than November 15 (Fall) and/or March 15 (Winter).

For any final exam that appears in your SOLUS exam schedule, accommodations do not require a request and will be made automatically for all students who have an active registration with Student Wellness Services. Accommodation notices will be sent to the student’s Queen’s email account starting in early November and early March with details. Accommodated exam details (date, time and location) are NOT listed on SOLUS and students should refer to the emails for details. If, for any reason, you do not require the accommodated exam, you must email the Exams Office, from your Queen’s email account, a minimum of 24 hours in advance of the exam. For each late cancellation (less than 24 hours) and/or failure to appear, you will be subject to a charge of $45.

Accommodated exams are scheduled at the same date and time as the rest of the class unless a student's accommodation prohibits us from scheduling at that time. If an accommodated exam must be moved, it will be moved to the nearest possible time following the originally scheduled exam date and time.

Students having a mid-year and/or final exam in December or April that does not appear in their SOLUS exam schedule must contact their instructor to receive accommodation.

Deadlines to Register for Accommodation​ for Centrally Scheduled Exams
  • for December exams - November 15
  • for April exams - March 15
  • for Spring and Summer exams - June 15

It is recommended that students arrive at their exam 15 minutes prior to the scheduled start time.

Students with Extenuating Circumstances

Students with extenuating circumstances should visit the Student Wellness Services website for more information on Academic Consideration for Extenuating Circumstances.