Exam Services

We provide adapted evaluations including midterms and final exams to students who are registered with Access Service.

Adapted Exams Procedures

To write an exam with Academic Accommodations Services:

  • Create a Ventus account.
  • Meet with a Learning Specialist.
  • Professors will notify the Academic Accommodations Services that your course has an upcoming exam.
  • Confirm your exam and your accommodations via Ventus.
  • Verify the location of your exam in Ventus

Note: Seats can be changed up to 24 hours before the exam.


Important deadlines

  • Final exams: Fall session confirm by November 15th
  • Final exams: Winter session confirm by March 15th
  • All other types of exams (Fall/Winter/Spring/Summer): confirm at the latest 7 days before the exam.

Contacting professors during exams

  • To contact your professor, remind them to provide Academic Accommodations Services with their contact information.
  • The professor can also visit your location or can call the Exam Hotline (confidential number for professors only) to communicate exam related information.

On the day of your exam

  • Arrive at least 15 minutes prior to the exam.
  • Provide student card.
  • Bring your own headset for assistive software.
  • Students who arrive more than thirty (30) minutes after the examination has begun will not be allowed to write the examination (see Academic Regulation 9.4).
  • Students must stay at the Academic Accommodations Services until 1 hour after the exam starts in class. During this time, cell phones or any other electronic devices are not permitted. Any such device or tool must be shut off, stored and out of reach (see Academic Regulation 9.4).
  • Personal belongings are NOT permitted in the exam rooms; the University is not responsible for lost or stolen belongings.
  • Cell phones or any other electronic devices are not allowed in the exam rooms.
  • No food or drink is allowed in the exam rooms with the exception of bottled water.
  • Scented products (perfumes, colognes, hand creams, etc.) are not allowed.
  • Exam proctors cannot answer any questions related to the content of the exam.
  • If you have any concerns during the exam, please inform the proctor immediately for assistance.

Justification of absence from an examination

  • According to the Academic Regulation 9.5: “Absence from any examination or test, or late submission of assignments due to illness, psychological problems or exceptional personal circumstances must be justified; otherwise, students will be penalized.”
  • Students must directly notify their professor and/or the academic secretariat of the faculty where they are registered, before the exam.
  • If the medical or psychological problem is not foreseeable, students must notify their professor and/or the academic secretariat of the faculty where they are registered and submit a medical certificate bearing the date of the absence within five working days of the exam date

Cancelling an exam accommodation

If for any reason, you are unable to write a scheduled exam with the Academic Accommodations Services, please log in to your Ventus account and cancel your confirmation (select “withdraw”) before the start time of your exam or notify exams@uOttawa.ca.

Exam Center Procedures for Online at distance exams

How to write an exam on Virtual Campus (Brightspace) with the Exam centre
  • A minimum of 10 days before a scheduled exam, Professors / Faculties submit a Notice of Examination (N.O.E.) in Ventus for the exams they would like the Exam Centre to host.
    • Note: Some professors provide the accommodations themselves (especially for online at distance exams) and do not submit an N.O.E. to the Exam Centre
  • You receive an email from Ventus indicating that an N.O.E. has been submitted and asking you to confirm your participation
  • You log in to Ventus to confirm if you are writing the exam with the Exam centre and select the accommodations needed for each exam
  • Professors / Faculties send copy of exam questionnaire to the Exam Centre
  • Exam Centre prepares exam and all accommodations established by the Learning Specialist 
  • A day before the exam, you receive an email confirming date, start time and how to access the online exam in Virtual Campus (Brightspace)
  • 15 minutes before the scheduled time of the exam, you log into Virtual Campus (Brightspace) and access the “SASS -Exams” course. You locate the course code for the exam you are writing to start the exam
  • The day after the exam, the Exam Centre sends the completed exam to Faculties / Departments / Professors
Preparing for the exam
  • Confirm which accommodations you will be using for each of your exams that has a NOE submitted in your Ventus Portal by the deadline:
    • November 15th - final exams in theFall Term
    • March 15th - final exams in the Winter Term
    • At least 7 calendar days before the exam – all other types of exams (all terms)
  • Ensure that you have the proper material to write your exam:
    • Personal writing materials
    • Appropriate exam writing environment
    • Time keeping device
    • Other items as established in your Accommodations Plan
      • Noise Cancelling Headphones (no Bluetooth)
      • Other: _________________________________________
  • Log into Virtual Campus at least 15 minutes prior to your scheduled exam start time.
    • Students who start the exam late will not receive the elapsed time back.
  • Communicate with your professor in advance to find out how to contact them during the exam.
After the exam (if necessary)
  • Request a Feedback Form by emailing exams@uOttawa.ca and complete the form detailing any complaints or compliments you may have regarding your exam experience.
  • Contact the professor with any concerns related to the exam.
Academic Integrity

Allegations of fraud will be submitted in writing with supporting documentation, to the dean of the faculty (Academic regulation 14 - Academic fraud and other information).https://www.uottawa.ca/administration-and-governance/academic-regulation-14-other-important-information

Cancelling a confirmed exam

To cancel a scheduled exam with the Exam Centre, log into your Ventus account and cancel your confirmation (click “withdraw”) before the start time of your exam or notify exams@uOttawa.ca

Justification of absence from an examination

Academic Regulation 9.5: “Absence from any examination or test, or late submission of assignments due to illness, psychological problems or exceptional personal circumstances must be justified; otherwise, students will be penalized.” Please visit https://www.uottawa.ca/administration-and-governance/95-justification-absence-examination-or-late-submission-assignments.

Exam Center Procedures for in-person exams

How to write an exam with the Exam centre
  • Professors / Faculties submit a Notice of Examination (N.O.E.) in Ventus for upcoming exams a minimum of 10 days before the scheduled in-class exam.
    • Note: Some professors provide the accommodations themselves (especially for on-line exams and do not submit an N.O.E. to the Exam Centre.
  • You receive an email from Ventus indicating that an N.O.E. has been submitted and asking you to confirm your participation.
  • You login to Ventus to confirm if you are writing the exam with the Exam centre and select the accommodations needed for each exam.
  • Professors / Faculties send copy of exam questionnaire to the Exam Centre.
  • Exam Centre prepares exam and all accommodations established by the Learning Specialist.
  • A day before the exam, you receive an email confirming date, start time and location of the exam.
  • On the day of the exam, you go to the location indicated in Ventus and in the email to write the exam.
  • The day after the exam, the Exam Centre delivers the exam back to Faculties / Departments.
Preparing for the Exam
  • Confirm EACH of your exams and which accommodations you will be using in your Ventus portal by the deadline:
    • November 15th - final exams in the Fall Term
    • March 15th - final exams in the Winter Term
    • Seven (7) days before the exam – all other types of exams (all terms)
  • Ensure that you have the proper material to write your exam:
    • Student card
    • Personal writing materials
    • Time keeping device (Smart Watches, cell phones and other communication devices will not be permitted).
    • Other items as established in your Accommodations Plan
      • Noise Cancelling Headphones
      • Other: _________________________________________
  • Remind your professors to provide the Exam Centre with a phone number in case we need to reach them during the exam for clarifications. Your professors can also visit your location or can call the Exam Hotline (confidential number for professors only)
On the day of your exam
  • Arrive at least 15 minutes prior to your scheduled exam start time.
    • Students who arrive more than thirty (30) minutes after the in-class examination has begun will not be allowed to write the examination (see Academic Regulation 9.4).
  • Provide your student card to a proctor.
  • Avoid wearing scents.
    • The Exam centre is a scent free environment, please do not wear heavily scented colognes or perfumes.
  • Personal belongings are NOT permitted in the exam rooms; the Exam Centre (Academic Accommodations) is not responsible for lost or stolen belongings. Options to store belongings include lockers on campus rented through the faculty, lockers in front of DMS3172, exam waiting rooms or leaving valuables at home.
  • Disclose all tools and objects brought into the examination room.
Exam Centre guidelines
  • The Exam Centre is a quiet environment.
    • We ask that all parties work together to limit distractions. Please note that certain noises are out of our control. Earplugs are available in the exam rooms.
  • Cell phones and any other non-authorized electronic devices are NOT allowed in the exam rooms.
  • NO food or drink is allowed in the exam rooms except for bottled water.
  • You are responsible for your own time management.
    • We strongly recommend bringing a time keeping device (Smart Watches, cell phones and other communication devices will not be permitted).
  • Immediately inform a proctor of:
    • Discrepancies between the environment/conditions and your accommodations.
    • Anything unusual with your exam copy such as missing pages.
    • Questions or concerns related to the exam. Steps will be taken to notify your professor when possible. Exam proctors CANNOT answer any questions related to the content of the exam.
  • Learning Specialists cannot be reached during scheduled exam times.
    • Your accommodations plan established with a Learning Specialist was previously accepted as reasonable accommodations. Accommodations CANNOT be modified after the deadline to confirm an exam.
    • NOTE: The assigned seat might be equipped for accommodations which are beyond what has been established for you. While this may occur, you should only expect to receive disability-related accommodations originally established by the Learning specialist
  • You must stay at the Exam Centre locations until 1hour after the exam starts in class. During this time, cell phones or any other electronic devices are not permitted. Any such device or tool must be shut off, stored and out of reach (see AcademicRegulation9.4). https://www.uottawa.ca/administration-and-governance/94-deroulement-examens
  • Maintain mutual respect in all situations.
Exam Centre Proctoring role
  • To supervise, observe and record any unusual or suspicious events that take place during a student’s examination.
  • To conduct random inspections of the exam room and washroom areas for purposes of student safety and academic integrity.
  • To stop the exam and investigate suspected fraudulent activity.
  • To report all activities and concerns in writing to the Faculties and Professors.
  • To maintain mutual respect in all situations.
After the exam (if necessary)
  • You can complete the Feedback Form detailing any complaints or compliments you may have.
  • You should contact the professor with any concerns related to the exam.
Academic Integrity

Allegations of fraud will be submitted in writing with supporting documentation, to the dean of the faculty (Academic regulation 14 - Academic fraud and other information). https://www.uottawa.ca/administration-and-governance/academic-regulation-14-other-important-information

Cancelling a confirmed exam

To cancel a scheduled exam with the Exam Centre, log into your Ventus account and cancel your confirmation (click “withdraw”) before the start time of your exam or notify exams@uOttawa.ca.

Justification of absence from an examination

Academic Regulation 9.5: “Absence from any examination or test, or late submission of assignments due to illness, psychological problems or exceptional personal circumstances must be justified; otherwise, students will be penalized.” Please visit https://www.uottawa.ca/administration-and-governance/95-justification-absence-examination-or-late-submission-assignments

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