Troubleshooting Exam Bookings

The following is a guide to some of the most common difficulties students might experience when trying to book a test or exam.

1. No Date Range Fields

If you have chosen a course that you would like to make a booking for, and it is not a final exam, you may notice that the date range fields are missing.  They ordinarily appear just above the slider for choosing the time of day.  The solution: in the "exam" field, choose an option (any option), then clear that field so that it is blank again.  The date fields will appear.

We are working on a better solution, but for now this should work.

2. No Slots Available

Explanation

By default, the system starts looking for a time slot that matches the length of the class (as scheduled for lectures or regular class meetings) plus whatever time is provided for accommodations. For evening classes, extra time as an accommodation would therefore result in searching for a time that goes beyond our 9:00 closing time.  For DE courses, the system won't know initially what time the exam might finish.

Possible Solutions

(a) Look for "override course length" and choose "yes".  A "length" field will then appear just above this area - use this to indicate the amount of time the class will have to write the test or exam (in minutes).  Then click on "refine results".

(b) If the length of time that the class will have plus your accommodations will take you beyond 9:00 PM, you will need to choose an earlier starting time.  For example, 7:00 start for a 2-hour exam, plus time and a half results in a 3-hour booking.  In order to be done by 9:00 PM, you would need to choose a 6:00 starting time.

3. No "Exam Centre" Tab

If you have recently submitted a "semster request" to renew your accommodations, your SAS Advisor will need to review the request and approve it before the Exam Centre tab is available.

4. Choosing between different types of rooms/locations

Below is a list of the types of rooms you might see when making your booking.  Choose the one that you think best suits your needs, and if you're not sure then choose "location to be determined," in which case we will assign you to an appropriate seat just like we always have.  Note that all seating locations are marked as "pending" until we have had a chance to review them.  Sometimes they may not be moved to "approved" until the day before as we need to ensure seating is arranged to meet everyone's needs.

Barrier-free: a number of different types of rooms are marked as "barrier-free" and this typically means there is a height adjustable desk and more room for mobility aids. Sometimes other configurations of furniture are also required at these locations.

Distraction reduced: these seats are found in a number of different rooms and usually involve sitting at a location with fewer distractions such as a corner or space with additional partitions between students.

Group room: these rooms typically seat approximately 15 to 25 students. If there is no other specifications in the name, these seats are typically used by students who can write a test or exam with a pen or pencil (no adaptive technology) and do not need additional assistance.

Group room with breaks: some of the seats in our group rooms have been selected for students who need to take breaks as an accommodation (e.g. for medical reasons). Typically they are closer to a door to minimize disruption to other students.

Group room with computer: a room with up to 15 seats for students who require a computer as an accommodation, or because the format of the exam (as specified by the instructor) includes using a computer.

Group room only: these seats are for students who require open space or must be seated in a group setting.

Private Room: this is typically for students who need accommodations that involve speaking (e.g. one-on-one assistance or speach to text software) or the process of writing the exam will produce sounds that would be disruptive to others.

Reserved Seating: some seats can only be assigned by the Exam Centre staff.  A student would not see these seats as an option when making a booking, but might see it come up when the booking is confirmed.  They are reserved to ensure we have sufficient flexibility in the system to meet everyone's needs.

5. What is "Location to be determined"?

If you do not see a particular type of seat available that is consistent with your accommodations (e.g. a private room or barrier-free location), choose "location to be determined" and we will assign you to an appropriate seat (as we always have). Remember that some seats are held in reserve, so the fact that a type of seat doesn't appear to be available to you when making a booking does not mean it will not be available at all.

6. Picking which accommodations you need

In our old system, students needed to chose which accommodations they require.  The new system does not work this way - it assumes you will need all of the accommodations that have been approved for you.  When you select a time slot/location, you'll see confirmation window that asks if you will require a computer or one-on-one assistance for your accommodations.  Please choose yes or no as appropriate.