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Policies & Procedures

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48 Hour Scheduling Policy
Bad Weather Policy
IUPUI Emergency Evacuation Plan
IUPUI Civility Statement
Quiet Room Policy
Service Animal Policy
Window Test/Rescheduling Policy

48 Hour Scheduling Policy

As you are aware, our policy dictates the time span within which tests must be scheduled, listed as item 3 on the Student Responsibility Acknowledgement form:

“If I receive testing accommodations arranged through AES, I will schedule examinations with this office not later than two business days (48 business hours) before the examination date. If I have extenuating circumstances, I will notify AES as soon as possible.”

This policy will be strictly enforced. Tests must be scheduled within 48 hours of the test time. Not after business hours via phone and not on the day of the exam or the day before. If you are coming to schedule an exam in person and it is beyond the 48 hour period, we advise you to schedule the rest of your tests in advance; at this time if you have not scheduled your test in advance and within our 48 business hour window, the only option is to take the test in class with the professor.

Our fall and spring business hours are Monday through Thursday from (8 am until 7pm) and Friday from (8 am until 5 pm). Summer session hours will be from 8 am until 5 pm Monday through Friday.

We are open for common finals and classes scheduled on weekends. All tests scheduled in person, online or via phone will now come with an e-mail confirmation/receipt as proof of you scheduling the exam. When you schedule your exam, please let the staff member scheduling the test know what e-mail address you would like your confirmation sent to in addition to the necessary information about your test and accommodation needs.

If you have any further questions, comments or concerns associated with this policy, please schedule an appointment to speak with an AES counselor/specialist.

Bad Weather Policy

IUPUI's Chancellor determines whether the campus will close due to bad weather; however, individual instructors may also cancel classes. Students with disabilities that travel in bad weather should discuss this with their instructors and rely on information provided by their instructors via e-mail, phone, web or Oncourse to determine whether the instructor plans to hold classes. Then the student must carefully weigh the weather conditions in their area and on campus to determine whether it is safe to travel. Students on crutches, wheelchairs or with poor vision may find icy conditions especially problematic. Ultimately, the decision regarding safety must be made by the student.

IUPUI's Emergency Evacuation Plan

IUPUI has an emergency plan for dealing with fires, violent storms with hail, tornados, earthquakes, utility interruption, shootings or biological/chemical crises. A copy of the plan is online and has a separate section on evacuation for persons with disabilities. The system is built around floor and assistant floor wardens on each floor to ensure evacuations of their floors. The plan also includes a Buddy system which pairs a volunteer with a person with a disability who may have difficulties in an evacuation.

The plan recognizes several categories of disabilities and AES sees other individuals who may need assistance. Students falling into one of these categories or believing that they may need assistance, should contact floor wardens for each class or regular campus activity. The wardens will assign a Buddy or the student may ask a fellow student, staff or faculty member to assist in the case of an emergency. Students with disabilities do not have to a work with a Buddy. This service is optional. However, if students have classes in the evenings, weekends, or in sites off-campus, a Buddy is advisable.

The categories of students with disabilities who may need assistance are students with hearing issues, with vision issues, with mobility issues, or with breathing issues. In most cases, persons with limited or total vision loss are familiar with the areas in which they have classes. If they are capable of navigating stairs and are informed of the safe stairways, they should be able to reach the first floor and building exits with little or no assistance. In case of storms, they should be able to reach the basement or safe areas with little or no assistance.

Students with hearing disabilities may have two issues – knowing that there is an emergency, and knowing what the initial and any subsequent instructions are. If the student uses an interpreter, the interpreter can sign any relevant information to the student. If the student uses tape recorders or note takers, the student's Buddy can provide the information needed for a successful evacuation.

Students with mobility issues vary from students who can't walk for any distance without resting, those using crutches, braces, walkers or chairs. This group may include students with temporary disabilities who have not linked up with the Buddy system. Any student in this category needs to establish a relationship with a Buddy for each and every class/laboratory/campus activity and do it for every semester. The first issue is whether the student can navigate stairs. If they can’t safely navigate stairs, the students and their Buddies need to determine the closest designated safe places on the floor of the students’ class. If the student can, especially with help, use the stairs, they need to discuss timing strategies so that the students don’t get caught in the mass evacuation, but waits until the majority of the students have used the stairway. They need to discuss what to do if the students need to evacuate the building rather than remain in safe area until the all-clear signal or until rescued by trained police or fire personnel. It is vital if the student remains in the building in a designated safe area, that the Buddy or the class instructor evacuate the building and immediately inform a fire marshal or person in authority of exactly where the student is. The emergency number to call is (317) 274-7911.

If the emergency is life threatening and the student with mobility issues must be carried out, the Buddy will rely on the information provided by the student as to the best way to evacuate the student. The Buddy probably will need to recruit assistance. Care is vital to protect the student, the Buddy and the equipment. In cases of crutches or braces, the Buddy may be able to provide the stability for the student to make the stairs successfully but slowly. The key to the correct approach is asking the student for information.

The last category of students with disabilities that may need assistance are students with breathing issues related to a number of chronic illnesses including asthma. The stress of an emergency and smoke, the use of inhalers or oxygen and limited strength may put such students at severe risk and require the assistance of a Buddy to work out the best strategies for evacuation in case of an emergency.

In other cases of emergencies, students with disabilities should follow the procedures developed for students. Again discussing issues with the instructors is invaluable in cases such as taking cover under tables or being washed following acid spills.

Campus Facilities Services has a complete up-to-date list of floor and assistant floor wardens so that students with disabilities can contact those individuals to get Buddies assigned and learn the designated safe areas on the floors on which they have classes. Faculty members may also be willing to help students identify Buddies especially in night or weekend classes.

IUPUI Civility Statement 

The IUPUI community has dedicated itself to creating an environment where each individual is valued and can succeed. Our institutional ethic compels us to foster the best possible environment for doing our work as educators, learners, and supporters of the educational process. When our members are prevented from doing their best, the entire community is diminished.

Our commitment to be a diverse and inclusive campus relies on all community members to do their part. While no set of rules or policies can wholly govern human conduct, civility requires respect and a thoughtful and careful balancing of differing points of view.

As members of an institution of higher learning, we must periodically reaffirm the fundamental ethics and values that form the framework for our university. This means fostering a climate of acceptance, mutual respect, academic freedom, and civil discourse. Civil discourse is a form of dialogue that acknowledges and gives voice to one another’s ideas, experiences, and beliefs.

Civility and respect should be extended to all persons regardless of their role, status, or social identity. We encourage everyone to speak and act thoughtfully and judiciously and with respect for one another. We may not always agree with one another, but when we disagree, we are called to respond with civility.


Quiet Room Policy

Quiet rooms can be utilized during testing if available and by request. Quiet rooms are on a first come/first serve basis but are given reserved priority to students who:

  1. Require a reader or writer for their test/examination (this would also include students who need to read aloud to themselves.
  2. Require any specialized equipment
  3. Have a diagnosis which requires isolation (i.e. auto immune deficiency, etc.)

If none of these conditions apply and a room is free to be allocated, a student may use the room pending any scheduling conflict with another test/student that meets the conditions above.

**(Due to limited availability of space during midterms and finals,
requests for quiet rooms will not be accepted as they will be reserved exclusively for conditions 1-3)**


Service Animals

IUPUI does not have a formal policy regarding service animals. Guide dogs, companion animals, or any animal that serves a medical function is permitted on campus. However, the campus expects that the animal will be under control and on a leash at all times. Furthermore, it is expected that the owner will be responsible for cleaning up after the animal, feeding and providing water for the animal. Such animals shall not be left in closed vehicles unattended on campus. If others in a class have medical problems because of the presence of an animal, bring this matter to the attention of AES immediately so that the matter can be addressed.


Window Test/Rescheduling Policy

All make up tests or exams and all window exams (exams to be taken any time between two dates) MUST BE SCHEDULED SO THEY ARE COMPLETED BY 7 PM MONDAY THROUGH THURSDAY. FRIDAY EXAMS MUST BE COMPLETED BY 3PM.

For example, if a student receives extended time on a one hour exam, the test should be scheduled no later than 5:30 pm to be completed by 7:00 pm.

  1. Cancellation/Rescheduling: As written in the Student Responsibility Acknowledgement form, all students using AES' services are to inform us within 24 hours if you will miss a scheduled exam or need to reschedule. In the event that a student must reschedule a window exam and contacts our office within 24 hours, (i.e. the day before) then the student may schedule for the day after the test was originally scheduled (i.e. the test was scheduled for Tuesday. The student calls on Monday to reschedule, the student may retake on Wednesday).

    If however the student calls on the day the exam was originally scheduled and wishes to reschedule, then the 48 hour policy will be enforced and the student will need to schedule for two business days out and ending before 5 pm.

  2. Rescheduling Within the Same Day
    Students will be permitted to reschedule make-up or window exams within the same day only if the following two conditions are met:
    1. The faculty member has no time constraint attached to when it must be taken (which would be considered a window of time given in some cases or there simply is no issue with the time of the day the exam is administered)
    2. It in no way impacts the operations of the office or the lab (i.e. there are already exams scheduled for the same time which would leave no free computers, there won’t be enough ASP’s to serve in accommodating capacities as a reader, writer/scribe, etc.)

  3. Students may only reschedule one time within a window period
    If a test is rescheduled for a later date/time and the student calls a third time to reschedule, that test or exam will need to be taken in class, with the instructor if they will permit, or on the date originally scheduled with our office without exception.  


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