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Adapted Services

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Adapted Services

The purpose of adapted services is to help overcome the impacts of a student's limitations, disabilities or conditions associated with a diagnosis, without discrimination or privilege.

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Responsibilities and Procedures

Exams

Inclusive Education

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2021-2022

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Our services

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Our Team

Mélanie Bourret
Adapted Services Counsellor

Stéfanie Oakes
Adapted Services Technician

Lise Côté
Adapted Services Administrative Agent

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A dedicated student service team!

And many proctors to supervise the exams!

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The role of the Adapted Services Counsellor is to:

  • Assess individual needs of students
  • Elaborate intervention plan and determine accommodation(s)

The role of the Adapted Services Technician is to:

  • Help and support students adapt to CEGEP reality
  • Offer individual and group workshops on learning strategies (time management, team work, software, etc.)

The role of the Adapted Services Administrative Agent is to:

  • Manage the exam module system Student Access Centre
  • Process exam requests, prepare exams, manage invigilators
  • Answer messages and questions of Exam - Adapted Services mio

The role of the proctor, is to:

  • Set up the exam for the student and make sure that the student has all the correct accommodations and materials;
  • Verify the specific instructions from teachers for the exam to make sure students have access to the allowed material;
  • Monitor the student during the exam process;
  • Collect the exam, enter the time the exam was completed online, scan the exam;
  • Take the exams to the reception desk; -if a teacher wishes to collect exams, teachers can come to the exam room, knock at the door and wait for the proctor to give the exam. Your collaboration is greatly appreciated!

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For Whom?

Sensory disabilities

Physical disabilities or with mobility impairment

Learning disabilities

Neurological disabilities

Medical conditions

A persistent mental health disorder

A temporary disability

Accommodations

How to Apply for Services?

Accommodations are determined according to the particular needs of the student and the capacity of the college to provide measures.

Accommodations are put in place to support students in developing strategies to help them overcome their difficulties.

  1. Student must submit the diagnostic paperwork by MIO to "Adapted Services".

  2. A member of the team will contact the student through MIO to set an appointment to assess the needs.

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Students with:

EXAMPLES

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visual impairment / hearing impairment

Cerebral palsy / spina bifida / ataxia / etc.

Dyslexia / dysorthographia / dyscalculia

ADHD / autism spectrum disorder / TCC / multiple sclerosis / dysphasia / etc.

Cancer / diabetes / fibromyalgia / chronic fatigue / migraine / etc.

Anxiety disorder / mood disorder / eating disorder / borderline personality disorder / etc.

Injuries / sickness / medical treatment / etc.

This is a paper or an evaluation done by a qualified health care professional (ex: family doctor, neuro-psychologist, psychiatrist, speech language pathologist, etc) that indicates your diagnosis (such as the ones listed above).

This paperwork is necessary for a file to be open in Adapted Services. You may send in your high school IEP as well, but it cannot replace the diagnostic paper.

If you do not have a diagnosis, please write to "Adapted Services" for more information.

Please note that there may be delays in getting an appointment, especially at the beginning of each semester. Send in your paperwork as soon as possible! 


Please note that adaptations are not transferred from high school to CEGEP as the system is different, hence the need for an assessment from the CEGEP's adapted services counselor. You may send in your high school IEP as well, but it cannot replace the diagnostic paper. 

Examples of accommodations:

  • Extra time
  • Adapted room
  • Specialized software
  • Individual help with studying strategies
  • Note takers
  • Frequent short breaks in class
  • Preferential seating in classroom
  • Computer
  • Use of elevator, parking, specific chairs and desks
  • Etc.

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Some Numbers for the Year 2021-2022

Students supported by Adapted Services

Fall 2021

Winter 2022

121

123

Exams done with Adapted Services

Fall 2021

Winter 2022

751

683

Extra time

Time management help

Note-takers

Specialized software

95%

33%

18%

33%

Percentage of main accommodations for students

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384 exams during the month of December only

345 exams during the month of May only

These are the main accommodations students have in Adapted Services. However, we offer many more personalized services according to the needs of the student.

"Extra time for exams is not intended for students to have more time to complete their exams. The extra time accommodation compensates students for the time they lose during an exam coping with functional limitations that stem from their disability. Once the time associated with their disability is accounted for with extra time, students with disabilities have equitable access because they end up with the same amount of time as their peers in which to complete the exam.

  • Extra time is not granted to help students improve their exam performance, although many do perform better once access barriers are removed.
  • Extra time is not intended to reduce the stress typically associated with exams (e.g., having extra time “just in case”). Nor is it intended as an academic advantage for students to think more carefully about their answers, check their work for errors, or otherwise polish and refine responses. The core purpose of extra time as accommodation is to equalize access to the exam process.

More and more instructors are adopting universal design principles in their courses, specifically for in-class tests, quizzes, and midterms. Building extra time into their exams for all students is one important way instructors are reducing barriers. Using this approach, the access needs of most students with disabilities are met without requiring individualized extra time accommodation."


Lovett, B.J., & Lewandowski, L. J. (2014). Testing accommodations for students with disabilities: Research-based practice. New York, NY: American Psychological Association.

https://www.uwindsor.ca/studentaccessibility/367/extra-time-exams

Responsibilities Regarding Exams in

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  1. Submit an exam request on Omnivox (Student Access Centre module) at least 3 open days before the exam

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  1. Consult the exam requests
  2. Verify the information
  3. Specify the exam instructions and allowed material
  4. Submit the exam
  5. Approve the request

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  1. Accommodate students in accordance with teachers' instructions
  2. Review exam requests and prepare exam
  3. Organize exam schedule and assign proctors

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Student Access Centre Module - For Students

What students should do to make an exam request in SAC

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Exam Room
Inside the Library
door 263

You want to consult your exam registrations ?
Check out these few steps

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  • Log on to Omnivox
  • Go to "My Omnivox Services"
  • Click on "Student Access Centre"

  • Choose course
  • Enter title of exam
  • Choose Date and Time
  • Adjust duration of the exam (without extra time)

  • Click on Submit an Exam Invigilation Request

  • Click on Save (only once, be patient!)

All exams needing accommodations in the exam room must be registered in Student Access Centre at least 72 open hours (3 work days) prior to the start time of the exam.

My teacher allows extra time in class. Should I register my exam in SAC?

Why should you consult your exam registrations?

  • To verify if your exam request worked
  • To verify the # of the exam room
  • To confirm you requested your exam in time in case you can`t remember

Steps:

  1. Log on to Omnivox
  2. Under my Services, Click on “Student Access Centre”
  3. Scroll down to Parameters section
  4. Select Semester
  5. Select Course
  6. Filter dates (Click on the little calendar)
  7. Select “All requests” in Status
  8. Uncheck the box “Display only what's new...” in Search Criteria
  9. Click on Apply
  10. Scroll down




No. Some teachers allow extra time and/or other needed support like computers and special software within their classroom. If that is the case, there is no need for you to register your exams in the Student Access Centre for those classes. Yay !


How can you know if your teacher allows extra time ?

  1. Check out the Course Outline in LEA in Omnivox.
  2. Ask your teacher directly in person or by mio in Omnivox.

Did you know that by “allowing” these special measures in the classroom your teacher is integrating Inclusive Pedagogy within his/her teachings? This means your learning needs may no longer require an accommodation for that class! Yay!

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Student Access Centre Module - For Teachers

What teachers should do when they receive a notification for an exam request

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All exam requests in Student Access Centre must be approved and submitted at least 48 open hours (2 work days) prior to the start time of the exam.

Access exam requests in Omnivox

Validate all information and correct it as needed

Complete and validate the form

Confirm exam and save

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  1. Access the exam request through the Student Access Centre
  2. Display settings to change the first time:


*IMPORTANT: Write down all the instructions concerning the exam for Adapted Services AND the student*


Indicate the exact duration of the examination

* If you change the date of an exam already registered in the Student Access Centre, please inform Exam-Adapted Services by MIO, as staff are not notified when changes are made, and changing the date of an exam may affect proctoring needs.


*IMPORTANT: Read the student comment*


Download the exam copy (it is possible to download it later; see instructions bellow)


To upload an exam after it has been confirmed:

  1. Go to your Omnivox.
  2. Click on "Student Access Centre" in the left column.
  3. Click on “Display Parameters.”
  4. Choose the appropriate semester and course
  5. Make sure to uncheck the box that reads “Display only what’s new and requests to process.”
  6. You should see your confirmed exam.
  7. Select the exam, scroll down to “During the Exam” and click on “ADD.”
  8. You can then upload your exam by selecting it either from your computer’s files or from a USB key.

Confirm and save the request


If you have any questions on how to navigate the system or if you are experiencing difficulty uploading your exam, you can always contact Exam - Adapted Services MIO.

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If teachers can provide extra time for all students to be inclusive

If teachers cannot provide extra time for all students

The student should make the exam request on Omnivox

Suggested method

Good to know

TEACHERS
How to know the accommodations of your students

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BEING INCLUSIVE

Inclusion aims to create conditions that make it possible to meet many specific needs (related to student learning) within the learning context common to all students.

SOME BENEFITS

Promotes engagement and knowledge acquisition

Positively contributes to the climate of the class and allows the teacher to support student autonomy

Reduction of administrative procedures related to evaluations

  1. Calculate how long the exam would normally take.
  2. Multiply this time by 1.5 (50%).
  3. Adjust the exam time for all students according to this calculation.
  4. Inform the whole group of this inclusive adjustment.

Students who are supported by Adapted Services must be informed that they are not entitled to more time than others, but to more time than the duration normally scheduled for the exam.


**Note that a student with other needs (specialized software, quiet room, etc.) could request the adapted room.

LEA- Student list

By clicking on the code (SAC), teachers can see the main needs of students as well as the list of possible accommodations to which they can have access.


The information is updated frequently. Students supported by Adapted Services are identified with the code (SAC) in your student lists.


Make sure to check your student list a few times throughout the semester, especially when tests are coming up, as some students only receive a diagnosis or register with Adapted Services later in the semester.




Other way to access the accommodations of your students:

  1. Click on Student Access Center (exam module on Omnivox)
  2. Go to Student List, and choose Display parameters
  3. Check the Student Access Center box and click on Display
  4. The word “yes” will appear next to the students on your list who are registered with the SAC.
  5. If you click on the “yes” hyperlink, you will be able to see what accommodations have been granted each student.



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Frequently Asked Questions to Adapted Services

What should a teacher do if he wonders about the impact of an accommodation on the student's ability to demonstrate a necessary skill?​

How can a teacher refer a student to Adapted Services?

Questions on exams in Adapted Services

ContacT

Is the use of an accommodation by a student supported by Adapted Services fair for his peers?

What happens if a student shows up late to the exam room?

Is follow-up offered to students admitted to Adapted Services?

Can a student apply for services even if the semester is already started?

If a teacher is aware that a student could benefit from an assessment with the Adapted Services, they can talk to the student about it and invite the student to contact the Adapted Services by mio.

If the teacher considers that the accommodation goes against the evaluation of a competency in the context of the course (with regard to the specifications, the learning targets to be reached, the departmental framework plans, etc.), different options can be considered in consultation with the Adapted Services Counsellor in order to see if it is possible to meet the persistent and marked needs of the student in another way.


It is important to remember that, under no circumstances, can an accommodation take precedence over the skills prescribed in the course specifications.

An accommodation measure aims to promote equity: "Essentially, accommodation compensates for the student's handicap situation by giving the student the same opportunities as any other student to experience success" (CCSI de l'est du Québec , 2014). However, the measure must not conflict with the skills prescribed in the course specifications.


An accommodation is a reasonable support measure put in place to correct a discriminatory situation that may be experienced by a student with a disability. Students must provide all the essential information to justify the need for appropriate accommodation. The colleges request medical expertise from professionals qualified under Law 21 to diagnose and recommend appropriate measures. Several elements must be considered when analyzing the student's situation before granting a service or accommodation. It is important to consider the specific needs in the college context, the nature of the study program, the impact of accommodations or the manifestations of disorders on other students in the class, the organizational culture of the establishment, etc.

Students who are less than 30 minutes late for their exam will be able to access the exam room without taking up the late time. Students arriving more than 30 minutes late will not be permitted to enter the exam room. However, a staff member from Adapted Services will check with the teacher if the latter allows the student to enter the exam room.

In these cases, the suggestion made to the professors by the Adapted Services is to question whether the request would be accepted for a student not supported by the Adapted Services. If the answer is no, then the answer must also be no for the student making the request. This is in order to remain fair to all students in the group.

Different services and different levels of follow-up are offered to students supported by Adapted Services. However, since Adapted Services is a voluntary service, students are not required to accept follow-up or use the accommodations identified in their intervention plan.


The follow-ups can be used, among other things, to lead the student towards greater autonomy, to prepare them for internships or to accompany them in the development of strategies for organization, time management, social skills during teamwork, etc.

Yes, the same rules apply to any new request. However, there might be delays in getting an appointement throughout the semester. Please, contact Adapted Services mio.

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Do not hesitate to contact us!

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Adapted Services Website

specialneeds@crcmail.net

MIO: Adapted Services or Exam - Adapted Services

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