Exam Coordination with Accommodations
The organization of exams for students with disabilities (SWD) is the responsibility of the Registrar's Office (RO), which works in collaboration with Student Services, teaching staff, and the students themselves.
These arrangements may vary from session to session, following the evolution of our processes.
How SWD Exam Organization Works
Exams Lasting 60 Minutes or More (quizzes, midterms, etc.)
For this type of evaluation, the Registrar's Office will organize your exam with extra time, as indicated in your intervention plan. You will receive confirmation in your ÉTS email inbox no later than 9 days before the exam (for example, if your exam is on February 10, you will receive an email to this effect no later than February 1).
If you do not receive the email within the mentioned timeframe, write to your teacher as well as your department or the Department of General Education, as applicable.
Exams Lasting 59 Minutes or Less
For any evaluation lasting 59 minutes or less, students must inform their teacher 14 days before the evaluation of the accommodations that can be put in place to address any limitations they may encounter in shorter exams.
Learning support advisors from Student Services are always available to assist teaching staff in implementing accommodation measures.
Remote Exams
If you believe that your accommodations could be beneficial for this type of evaluation, we advise you to discuss with your teacher at least 14 days before the remote exam.
Final Exams
Specific instructions, including the modalities of final exams, will be sent to you by email during the session.
For timed exams of 60 minutes or more in computer labs (requiring ENA Quiz-Moodle or specialized software such as AutoCAD or MATLAB), you will be placed in a different room from your regular group.
ENA Quiz-Moodle
For exams on ENA Quiz-Moodle (without specialized software), you will need to connect to the ÉTS Wi-Fi from your personal computer.
Specialized Software (MATLAB, AutoCAD, etc.)
For exams requiring specialized software, you will be placed in an SWD computer lab. You will access a computer in the lab used by your course group remotely via a VDI connection. It is advised to arrive at the room at least 10 minutes in advance to connect.
ENA Quiz and Specialized Software
To take the exam with specialized software, the student will be placed in an SWD lab using the VDI connection. To take the exam on ENA Quiz, the student will use the computer in the SWD lab.
VDI Connection Procedure
Since you are using a computer from an SWD lab, the VMware Horizon Client will already be installed on the laptop.
- Double-click the VDI icon on the desktop to launch the software;
- Double-click the vdi-cs.etsmtl.ca icon to start authentication;
- Enter your username (your ÉTS email address) and password;
- Double-click the requested lab icon to start the remote session.
For any questions regarding the VDI connection, request support via the gus.etsmtl.ca IT portal (preferably before the date of your exam).
Small Group Room
During an exam organized by the Registrar's Office (RO), as an SWD, you will automatically be placed in a small group room, with a maximum of 20 people.
Cubicle
During an exam organized by the RO, you will automatically be placed in a cubicle in a specialized room.
Loan of Noise-Canceling Headphones by the Registrar's Office (RO)
You must complete the form in the exam organization confirmation email to receive the necessary equipment, no later than 2 days after receiving this email. You will not be allowed to use your own noise-canceling headphones for in-person exams.
Loan of a Music Player by the RO
You must complete the form in the exam organization confirmation email to receive the necessary equipment, no later than 2 days after receiving this email. To listen to music on the player loaned by the RO, you must bring your wired headphones (coaxial electrical connection: jack). Wireless and Bluetooth headphones are not allowed, and there is no loan of headphones. You will not be allowed to use your own music player for in-person exams, but you can use it if the exam is held remotely.
Use of Adapted Software (Word, Antidote, Word Q, TI Emulation on Computer, etc.)
You must complete the form in the exam organization confirmation email to receive the necessary equipment, no later than 2 days after receiving this email. The use of your personal computer for this accommodation is prohibited. Note that if your Word Q accommodation requires a digital copy of the exam, you must bring wired headphones (coaxial electrical connection: jack). Wireless and Bluetooth headphones are not allowed, and there is no loan of headphones.
Exams labeled INFXXX and COMXXX planned on paper will now be done in paper format (except for exceptions). Antidote is not allowed. The department has issued a directive that spelling mistakes for these labels will not be corrected. Similarly, calculators will not be allowed. Finally, regarding the Word Q application, only the text reading functionality (to read exam questions) will be allowed.
Enlarged Copy of the Exam
You must complete the form in the exam organization confirmation email to receive the necessary equipment, no later than 2 days after receiving this email.
Possibility of More Frequent Bathroom Breaks (Organic Condition)
You can leave your workstation as needed, accompanied by a proctor. If the exam is held remotely, this accommodation means you will leave your workstation for a few minutes, so you will no longer be visible on the camera. You must inform your teacher 14 days before the exam to discuss this situation and agree on the preferred method to inform them of your temporary absences in the case of a remote exam (private Zoom message, email, etc.).
Possibility of Leaving the Room for Emotional Management
You can leave your workstation for emotional management, accompanied by a proctor. If the exam is held remotely, this accommodation means you will leave your workstation for a few minutes, so you will no longer be visible on the camera. You must inform your teacher 14 days before the exam to discuss this situation and agree on the preferred method to inform them of your temporary absences in the case of a remote exam (private Zoom message, email, etc.).
Specialized Accommodations
Write to the person who opened your file or to examens.esh@etsmtl.ca to learn about the procedures for organizing exams with specialized accommodations listed in your intervention plan that are not included in these pages.
If you do not wish to use your accommodations for a particular exam, you can indicate this in the form sent with the exam organization confirmation email, no later than 2 days after receiving it. This means that you wish to take your exam in class with the regular group, without extra time or other accommodations.
You can request a modification to your accommodations by writing directly to the person who opened your file or by emailing soutien.apprentissage@etsmtl.ca. It may take approximately three weeks to add or modify an accommodation in your file.
The deadline for making modifications corresponds, for each session, to the deadline for course selection changes - without reimbursement. Consult the academic calendar.
General Guidelines for SWD Exams
Location, Start and End Times
If your exam is organized by the Registrar's Office, you will be informed of the details in two ways:
- You will receive an email no later than 24 hours before the exam.;
- Your MonÉTS calendar (web version only) will indicate the start and end times of the exam as well as the location where the evaluation will take place.
Note that the start time of your exam may differ from that of the regular group. You must arrive on time for your exam. Under no circumstances will extra time be adjusted due to a delay. For computer lab exams requiring a VDI connection, we advise you to arrive 10 minutes early. Your SWD exam location may be in a different building than the regular location.
Materials
The materials allowed for your exam depend on what is determined by your teacher on the cover page and the accommodations listed in your file. You will need to leave any unauthorized materials in a bag at the designated spot by the proctor. You will not be allowed to have a cell phone, smart watch, or other items unless otherwise indicated by the teacher. If a proctor sees you with unauthorized materials, your teacher will be notified.
Supervision and Questions for the Teacher
When your exam is organized by the Registrar's Office, there are two proctors in your room. One of them will fetch your teacher if you have questions so you can continue your exam during this time.
Note that teachers are generally available to answer questions during regular exam hours and not during your extra time. Additionally, those who come to the room usually do so only once during the exam, so it is your responsibility to manage your time and questions well.
Schedule Conflict
If you have a schedule conflict with your extra time (less than 30 minutes break between two exams or if you have three exams in the same day), you must write to examens.esh@etsmtl.ca no later than 14 days before the exams to notify us.
Make-up Exams
When a make-up exam is authorized for you in accordance with the Academic Regulations, your exam and accommodations will be organized by the department or the Department of General Education. This applies to both in-person and remote make-up exams.
For any questions about this procedure, you can write to your department or the General Education Department.
Information Received by Your Teachers
Dynamic Lists
Teaching staff have access to lists of students with disabilities (SWD) enrolled in each of their courses. These lists are updated in real-time and take into account any changes in the authorized part of your SWD student file.
Confidentiality
Each session, teaching staff receive the following specifications related to the confidentiality of SWD statuses and files:
- To comply with applicable legal principles regarding the protection of personal information, including those provided by the Act respecting access to documents held by public bodies and the protection of personal information (RLRQ, c. A-2.1), it is important to remember that all information contained in the dynamic lists is confidential and must only be used for authorized purposes.
- Personal information is information that can identify a person: first name, last name, student ID, permanent code, SWD status, program affiliation, required accommodations, etc.
- Therefore, the information contained in the dynamic lists must not be disclosed to any third party (e.g., another student at ÉTS - SWD or not -, a colleague not jointly teaching the course with you, etc.).
Additionally, during your first meeting with a Student Services representative, you sign the necessary authorizations that allow your teachers and relevant administrative staff to know your SWD status and the list of accommodations in your file.