Submit the Exam Request Form (ERF)
Instructors who need to arrange a DSS-administered exam for a student should submit the Exam Request Form (ERF). The ERF reserves space for your students and provides instruction to the DSS staff on how to administer your exams and quizzes. Please complete one ERF per student per semester and include all testing dates if possible. Once the ERF is submitted to DSS, the student will receive an email reminder to contact DSS (in-person or by phone) to schedule their testing appointments. Generally, you need to fill out only one ERF for all exams in your course, unless your instructions vary from exam to exam. Be sure to fill out the entire ERF—this is your way of communicating your test instructions to DSS, which will follow them to the letter.
We recommend completing the ERF with students during your initial meeting and reminding your students to contact DSS to schedule their exams as soon as possible. Space is limited, and referrals are taken in the order received. Once we receive an ERF, we can meet with the student but not before. To ensure adequate time for the student to schedule their exams and reserve a space, instructors need to complete the ERF 10 business days in advance for regular semester exams and 15 business days in advance for final exams. Besides allowing time for the students to schedule, this allows us time to secure other testing locations since we only have space for 10 students at a time.
DSS testing hours are Monday through Friday, 8 a.m. to 5 p.m. If your class meets after 5 p.m., we suggest that you allow the student to take the exam earlier. You can give permission for this on the ERF.
If you are not comfortable letting the student take the exam earlier than the rest of the class, you may have the student sign an honor statement promising not to disclose exam information to anyone until after the class has completed the test. Alternatively, you may contact DSS and request our assistance in locating a proctor.
Late arrivals and missed testing appointments
If a student arrives for a test appointment later than you indicate is permissible, we will send them back to you for instructions. It is entirely up to you whether to allow the student to take the test, but be aware that it may not be possible for the student to make a new test appointment with DSS on short notice. DSS will notify you via email if a student arrives too late or is absent for a test appointment.
Look for a confirmation email
You will receive a confirmation email from firstname.lastname@example.org three to five days prior to each exam. If you do not receive this email, it typically means that the student has not contacted DSS to schedule the exam and will have to take it with the rest of the class.
Provide your exam to DSS
You should provide your exam to DSS at least 24 hours prior to the student’s test appointment. You can hand deliver it to the DSS office, send it through campus mail, or email it to email@example.com.
Because we are a small office, you will only receive one exam reminder to submit the test. If you do not send your exam, we will be unable to accommodate your student. The will be sent back to you for alternate arrangements.