Students: How To

As a student, your responsibilities are to complete the steps outlined below where applicable. These steps help you to maintain communication with SAS and your instructors, and allow you to negotiate and discuss all aspects of your accommodations.

  1. Book an Appointment
  2. Set up Accommodations (Student Self-Registration)
  3. Book Tests with Accommodations at SAS
  4. Ensure Accommodations for Final Exams
  5. Cancel Tests and Exams
  6. Access the SAS Notetaking Program
  7. Get Alternate Format Texts
  8. Finances
  9. Test and Appointment Attendance (No-Show Policy)
  10. Forward McMaster Emails to a Personal Email
  11. Reminder Checklist

Book an Appointment

*Note: For students new to SAS, please read our Registration page and complete the Intake Package prior to your first appointment.

*Note: Missed appointments will result in a no-show fee. Please visit no-show policy­ for details.

Appointments can be booked in a variety of ways: in person, via telephone or Skype, or online.

In Person: Visit the SAS Main Office in MUSC B107.

Telephone: (905) 525-9140 ext. 28652

Skype: sas.mcmaster

Online: *Note: Only 30 minute appointments can be booked online. For other lengths, please choose another method of booking an appointment.

  • Go to the SAS website
  • Select Student Log In
  • Select Online Appointments
  • Log in with your McMaster ID and password
  • Follow the process from there

 

How Long Should My Appointment Be?

When booking an appointment, the following descriptions can help you decide which appointment length to book:

30 minute appointments will typically cover:

  • Simple inquiries
  • Quick updates
  • Simple review of accommodations
  • Simple review of documentation
  • Simple check-in

45 minute appointments will typically cover:

  • BSWD application requests
  • Complex needs to discuss
  • In-depth accommodation review
  • In-depth documentation review
  • Course related issues to discuss
  • Disability related complex issues to discuss

60 minute appointments will typically cover:

  • Intake appointments

 

Where to Check in for Appointments

*Note: Typically you should check in at least 5 minutes prior to your scheduled appointment.

Daytime Appointments

  • Check in at the SAS Main Office (MUSC B107)

Evening Appointments (Fall and Winter Only)

  • Check in at the Student Wellness Centre (MUSC B101).
  • Wait at the Student Wellness Centre for your SAS Coordinator to come and get you.

 

Where to Check in For Tests

*Note: Typically you should check in at least 5 minutes prior to your scheduled test.

  • If you are scheduled to write your test in Commons B104, check in at Commons B104.
  • If you are scheduled to write your test in Commons B108, check in at Commons B108.

Set Up Accommodations (Student Self-Registration)

*Note: The process as described below is a revision of our system effective as of September 2017.

*Note: You must self-register for your courses each and every term.

  • Go to the SAS website and click “Student Log In”.
  • Select “Self Registration”.
  • Select “Accommodations”.
  • Sign in with your McMaster ID and password.
  • You will see a list of all your courses.
  • Select “Request” beside the first course from the displayed course list.
  • On the next screen, you will see a list of all your accommodations on the left-hand side.
  • All accommodations should be read thoroughly.
  • On the right-hand side you will see a list of all your courses, with the requested course checked.
  • You can request accommodations for one course, some courses or all courses.

*Note: Only select courses for which accommodations are required. If you do not need accommodations for all your courses, do not select all of them.

  • Select the button indicating that your accommodations are correct.
  • Check the box towards the bottom to agree to the terms.
  • Click “Submit”.

*Note: If your accommodations are not correct or you require changes cancel the request, sign out and follow up to book an appointment through SAS with your Program Coordinator.

  • Upon completion of this task, though the system will show the request as approved, an automated email will be generated to your SAS Program Coordinator for review.
  • Your SAS Program Coordinator upon review will either:
    • Contact you to attend an appointment; or
    • Update your SAS record so that your accommodation will appear on a    course list for each of your instructors for each of your courses
  • Your instructor will receive notice either directly or indirectly through SAS.
  • When your instructor reviews and acknowledges receipt of your accommodations, an auto generated email will be sent to you requesting you to communicate with your instructor.
  • We recommend to meet with them during their office hours or by appointment to discuss the details face to face.
  • If you do not hear from your instructor within a reasonable amount of time, you should reach out to either SAS or your instructor to see if your accommodations have been acknowledged.

*Note: You will only be able to print a paper copy of accommodation letters after online activation has been completed.


Book Tests with Accommodations at SAS

*Note: It is extremely important for you to check emails from SAS. Be sure to check your junk folder, as emails are sometimes filtered into that folder.

  1. To book a test with the SAS Testing Centre, you must first have set up your accommodations with a Program Coordinator from SAS. If you have not done this, refer to the section on How to Set Up Accommodations.
  2. Next, consult with your instructor to see if he or she can administer the test to you while providing all of your required accommodations.
  3. If your instructor cannot provide your test accommodations, you can use the SAS Tests and Exams Centre by booking your tests using our online services.

*Note: Book tests at least 2 weeks before the date on which the class is scheduled to write. This deadline is in place to ensure there is enough time to arrange for your accommodations.

*Note: We encourage you to book your tests online, for the entire term, immediately after the first or second class you attend. Refer to the course outline or consult your instructor concerning test details such as date, time and duration.

  1. Using the online booking system:
    • Gather all of the following information:
      • Your name & student number
      • Course name & code
      • Date & time your class writes
      • Duration of test for the class
      • Date & time you intend to write (If this is different from when the class writes, it will require approval from the instructor)
      • Instructor name & email
      • Accommodations required for the test
    • Go to the SAS website and click Student Log-In
    • Select the “Schedule a Test or Exam” link
    • Follow the “Schedule a Test, Midterm or Quiz” link to start the wizard
    • Log in with your McMaster ID and password (*Note: Be sure to allow pop-ups from this site)
    • Once the test booking is complete, you and your instructor will receive a confirmation email. If you do not receive a confirmation email, it is likely that your test was not booked. In this event, please follow the next step.
  2. If you are unable to book using the online system you must email the details listed in Step 4 above to sastests@mcmaster.ca before the two week deadline. If any of the details are missing, the test will not be booked.

Ensure Accommodations for Final Exams

*Note: Final Exams follow a different accommodation process from tests.

*Note: Please download the December 2017 Instructor Supervised Exams for your information.

Key Information

  • If you have not already activated accommodations through the Self-Registration process please note exams have a deadline to request accommodations or change existing accommodations. Accommodations for exams must be arranged before the exam period.
  • If you have any concern regarding your exam schedule on MOSAIC, contact your SAS Program Coordinator.
  • Not using exam accommodations: If you intend to write with your class and not use your accommodations, email sastests@mcmaster.ca to cancel your accommodations immediately. (*Note: A fee of $50 will be charged to your account for missed exams. Please see the No-Show Policy for more information.)
  • Cancelling an exam: If you are unable to write an exam due to circumstances related to your disability, please give us notice 1 full business day ahead of the exam (e.g. For an exam taking place on a Thursday, please notify SAS on the Tuesday before the exam).
  • If you cancel a course after your accommodated exam timetable is posted on MOSAIC you must notify SAS of that course cancellation, otherwise you could be charged a No-Show fee.

 

What You Need to Understand About Accommodated Exams

  • Exams can be carried out by either the Registrar’s office or by your course instructor. We say that an exam is “Instructor-supervised” or “Registrar-supervised”.
  • The process of arranging accommodations for an Instructor-supervised exam is different from a Registrar-supervised exam.
  • Final exam schedules are viewable on MOSAIC once they are posted.
  • Beside each exam it will either say “Accommodated” or “Regular”.
  • “Accommodated” means that it is a Registrar-supervised exam.
  • “Regular” means that it is an Instructor-supervised exam.
  • If you see “Regular” beside one of your exams, contact SAS Tests to book.

 

How to Arrange for Instructor-Supervised Exams

Discuss with your instructor to arrange accommodations. If your instructor is not able to provide you with your accommodations, you need to book Instructor-supervised exams by emailing the information in the following list to sastests@mcmaster.ca:

  • Your name & student number
  • Course name & code
  • Date & time your class writes
  • Duration of test for the class
  • Date & time you intend to write (If this is different from when the class writes, it will require approval from the instructor)
  • Instructor name & email
  • Accommodations required for the test

*Note: These exams cannot be booked with the online system.

 

How to Ensure Accommodations for Registrar-supervised Exams

  • MOSAIC will start showing accommodations nearer to the exam period.
  • You should receive an email from SAS advising of the exam accommodation deadline. (*Note: If you are requesting exam accommodations beyond the deadline, you should consult the Associate Deans office of your Faculty to explore options on how to address any final examination matters.)
  • Check your email for information regarding test cancellations.

 

How to Arrange for Summer Exams

Summer exams are Instructor-supervised. Discuss with your instructor to arrange accommodations. If your instructor is not able to provide you with your accommodations, you need to book you exams by emailing the information in the following list to sastests@mcmaster.ca:

  • Your name & student number
  • Course name & code
  • Date & time your class writes
  • Duration of test for the class
  • Date & time you intend to write (If this is different from when the class writes, it will require approval from the instructor)
  • Instructor name & email
  • Accommodations required for the test

*Note: These exams cannot be booked with the online system.


Cancel Tests and Exams

*Note: There is a fee of $50 for each accommodated exam where you do not show to use the accommodations. Please see the No-Show Policy for more information.

  • Cancelling an exam: If you are unable to write an exam due to circumstances related to your disability, please give us notice 1 full business day ahead of the exam (e.g. For an exam taking place on a Thursday, please notify SAS on the Tuesday before the exam).
  • If you intend to write with your class and not use your accommodations, email sas@mcmaster.ca to cancel your accommodations immediately.
  • Details to include when contacting SAS to cancel a test or exam:
    • Your name & student number
    • Course name & code
    • Date & time you are scheduled to write
    • Instructor name & email
    • Reason you are cancelling/not using accommodations

Access the SAS Notetaking Program

SAS coordinates volunteer notetakers to support students who are having difficulty taking notes as a result of their disability.

Notes available through SAS do not replace going to class, and are intended to add to your own notes. SAS cannot ensure that notes will be available for every request, or guarantee the accuracy or completeness of notes. Take notes to the best of your ability and problem solve with your instructor, the SAS Learning Strategist, and Assistive Technologist.

Note that SAS cannot assist with notes where instructors already provide notes online.

If you require something more extensive than the SAS notetaking program, speak with your SAS Program Coordinator well before term begins to explore options and allow time for processing.

For more information, visit our Notetaking Program page.


Get Alternate Text Formats

  • SAS in cooperation with Library Accessibility Services (LAS) can assist you with accessing text materials in a format other than print.
  • You must first be registered with SAS before LAS can acquire alternate format material.
  • Once an accommodation for alternate format texts has been determined in discussion with your SAS Program Coordinator, you will then be referred to LAS for assistance.
  • The following are samples of some alternate formats which can be accessed:
    • Braille
    • Word
    • Kurzweil
    • MP3
    • PDF
  • These steps must be followed in order to receive your texts in alternate format:
    1. Contact Library Accessibility Services (LAS) by phone or email as soon as possible, as the conversion process can take time to complete. It is important to notify LAS as early as possible about the need for alternate format so that requests for material can be sent to publishers or producers for completion.
    2. Purchase your textbooks and keep your receipts. There is non extra charge for alternate format material. Textbooks can come from online stores such as Amazon. LAS is able to convert the ebook version of a textbook into alternate format. Used textbooks may be purchased, however, they must come from a bookstore. LAS is unable to accept receipts from other students. LAS is unable to accept textbook rentals.
    3. Once materials have been received and processed by LAS you will be notified that your text is ready and it will be your responsibility to ensure LAS has everything neccesary to share your textbook files with you.

 

Library Accessibility Services Contact Information:
Phone: (905) 525-9140 ext. 26058
Email.: liblas@mcmaster.ca
Website: http://library.mcmaster.ca/las


Finances

There are many sources of funding available to help you as a student with a disability. The information below may help you in accessing more information.

  • The following sites have information on scholarships, bursaries and awards:
  • The Bursary for Students With Disabilities (BSDW) may be available to assist you with your education and disability related expenses. To be eligible you must either be eligible for OSAP or be in receipt for OSAP. For more information you should discuss your needs with your SAS Program Coordinator.

  • There are a number of student employment opportunities on campus each year. Student employment opportunities are typically posted through the Student Success Centre. For more information visit the OSCARplus website.

  • The Student Success Centre provides a range of supports and activities to assist with financial information and how to best manage finances. For more information visit the Mac’s Money Centre website.


Test and Appointment Attendance (No-Show Policy)

  • All students are expected to attend tests, exams and appointments as scheduled.
  • For tests and appointments booked with SAS you will receive an automated email reminder 2-3 days in advance of your test or appointment.
  • Your accommodated exam schedule is on MOSAIC and available for viewing at any time once it is posted.
  • You must:
    • Arrive for an appointment no more than fifteen minutes past the scheduled start time, or a no-show will be recorded.
    • If necessary, cancel a minimum of twenty-four hours in advance of an appointment, or a no-show will be recorded.
    • A fee of $30 will be charged to a student’s account for missed appointments.
    • A fee of $50 will be charged to a student’s account for missed tests and (Registrar) exams.
    • If you believe a fee charged to your account is an error you can book to meet with the SAS Director to review.

Forward McMaster Emails to a Personal Email

SAS will communicate with you about SAS services and supports through your McMaster email. If you prefer to check an already-existing email account, you may choose to set up your McMaster email account to forward emails to your personal account.

  1. Go to studentmail.mcmaster.ca and login with your McMaster email and password.
  2. Click the gear icon in the top right corner and select Settings.
  3. Click the tab titled “Forwarding and POP/IMAP”.
  4. Click the option to forward your email to another address and enter your personal email.
  5. Follow the instructions to confirm the forwarding process.

Forward McMaster Emails to a Personal Email

SAS will communicate with you about SAS services and supports through your McMaster email. If you prefer to check an already-existing email account, you may choose to set up your McMaster email account to forward emails to your personal account.

  1. Go to studentmail.mcmaster.ca and login with your McMaster email and password.
  2. Click the gear icon in the top right corner and select Settings.
  3. Click the tab titled “Forwarding and POP/IMAP”.
  4. Click the option to forward your email to another address and enter your personal email.
  5. Follow the instructions to confirm the forwarding process.

Reminder Checklist

  • Activate your accommodations each and every term in which you are registered for courses. Follow this link to the Student Log-In and then select “Self Registration”.
  • Activation of self-registration for accommodations should be done within the first week or so of each term in which you are registered to take courses.
  • Upon completion of the self-registration process and activation of your accommodations be sure to communicate with each of your instructors to discuss details related to your accommodations.
  • For each term, book tests and instructor-supervised exams with SAS a minimum of two weeks ahead of the scheduled write date.
  • Watch your exam timetable on Mosaic for any updates related to accommodated exams; accommodated exam timetables are typically posted two weeks or so prior to the beginning of exams.
  • It is good practice to meet with your SAS Program Coordinator at least once per year in order to review accommodations and keep your file current. For more information, see our page on How to Make an Appointment.

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