Processing ADA Requests for Nonstandard Testing Arrangements
Review of Requests for Nonstandard Testing Arrangements:
Find the Requests for Nonstandard Testing Arrangements here: S:\EXAM SERVICES\Special Arrangements Reps\Scans\2021\Received Mail and move the files to S:\EXAM SERVICES\Special Arrangements\SCANS\202X\Received applications (where X is the appropriate year).
Review the request for completion:
Review Part I and Part II. If the following are not complete, please generate a determination letter requesting the missing information.
The signature must be original.—(Not a huge required anymore. KL)
Check the upper right-hand corner of both Part I and Part II to determine whether the person who opened the mail marked it as a copy. If it is identified as a copy, this indicates that the signature is not original.
Date of Birth or Social Security Number
The practitioner who fills out Part II must be listed on Part I
The state or province must be filled out on Part I.
If this is missing, you may send an email and the candidate may provide you with the information. Add a comment to the file near the blank with the state/province name once it is received.
If the candidate has already registered and it is current, you may use the name of the state from the registration.
The date next to the signature must be within the current year
If date is not listed, check for date that the patient was last seen. Sometimes the practitioner will place the date here.
The diagnosis must be listed
If the same practitioner who filled out Part II has submitted a letter, the diagnosis can be communicated in the letter if it is signed and on professional letterhead.
Testing Arrangements must be specifically requested, or it must be obvious that the arrangement must be included based on the request. For example, if the practitioner states that the candidate cannot use their hands, it may be inferred that a writer/recorder would be necessary if no other information was provided.
2.Review Part II of the request for content. If the following questions are “no,” please generate an email requesting additional information. You can use the templates located here to access further language. See: S:\EXAM SERVICES\Special Arrangements\Approval Letters\Template
Do the qualifications of the practitioner correlate with the diagnosis?
Are the major life activities that are limited by the condition consistent with the diagnosis?
Are the nonstandard testing arrangements requested in this testing situation consistent with the diagnosis?
3.Review the request for any testing arrangements that would require Pearson VUE’s input.
Any device that would be brought into the testing room must be reviewed to ensure that Pearson VUE will allow it. Remotes for medical equipment that is listed on the comfort aid sheet (https://home.pearsonvue.com/Test-takers/Accommodations/Pearson-VUE-Comfort-Aid-List-PDF.aspx) do not need to be reviewed by Pearson VUE.
Any request that involves researching where a candidate may obtain the testing arrangement. This includes:
A private room where the lights may be turned off
A private room where the candidate may remove a mask (not in effect at this time as masks are not mandated 9/23/21 KL)
Nursing Mother arrangements that are not in North America or are requesting to breastfeed at a test center
Any request for materials that are nonstandard
A fidget toy
A non-removable piece of jewelry
4. Review the Nonstandard Testing Arrangements requested. SEE S:\EXAM SERVICES\Special Arrangements\PROCESS DOCUMENTS\How-To ADA and ESL\Nonstandard Testing Arrangements Reference Document.xlxs.
See the following requests that must be supported by a rationale or a discussion regarding why the candidate cannot access the examination without the testing arrangement. When requesting more rationale from the practitioner—we send an incomplete or partial approval letter, and review that the practitioner must submit a supporting letter on professional letterhead, with his signature/date at the bottom, providing rationale for the requested arrangements and why the candidate cannot access the examination without the testing arrangement.
Two-Day Examination
Pencil and Paper examination
Assistive Personnel for learning disabled candidates
Any request that is not intuitively a reasonable request or isn’t well supported by the documentation provided.
5.Check Database (crcSpecialExams) for the following: You will find the candidate by using the SSN/SIN on the application or by their date of birth (DOB), last name and first name. (If there is no record of the candidate, continue with processing the request at step 6 by adding in the candidate in the system if all information is present on the request—See “Adding Approval” step below)
Prior registrations/exams taken.
If the candidate is already registered, testing arrangements cannot be added to an existing appointment.
If the candidate has tested before without testing arrangements and the diagnosis occurred before the last examination that the candidate took, the candidate must submit a personal statement. See the template S:\EXAM SERVICES\Special Arrangements\Approval Letters\Template\ADA Personal Statement Request.docx. to send an email.
Existing Nonstandard Testing Arrangements approval
If there are current testing arrangements check to see if the current request is for different arrangements or a different board than already approved for.
If there is no change, and the current arrangements are not expiring in the near future, send the candidate a determination letter listing their current nonstandard testing arrangements using the template here: S:\EXAM SERVICES\Special Arrangements\Approval Letters\Template\Current and New Form Submitted.doc.
If there is a change or if the testing arrangements expires soon, continue to the next step.
Prior Nonstandard Testing Arrangements Approvals
Check the diagnosis(es) and the testing arrangements that were approved and compare them to what is being requested currently and for what diagnosis(es).
If what is being asked for is consistent with what has been approved in the past and current documentation supports the current request, then move to next step.
Enter Approval:
In the Special Arrangements program (crcSpecialExams) you will find the candidate by using their SSN/SIN, Name, or Date of Birth.
If you cannot find the candidate by their SSN/SIN, Name, or DOB, you must add them to the database before you can enter the testing arrangements.
Enter the candidate’s SSN/SIN, DOB, first name, last name, and the state/jurisdiction where they are seeking licensure.
If the candidate did not provide their SSN/SIN you will need to contact them (via phone) to obtain it. Once receiving this information, you will need to enter full name, SSN, DOB, JUR into Special Exams and then click on “Add New Candidate” and proceed to the next step
2.To process the request.
Select “List Existing Approvals” and “Add New”
Enter the state/jurisdiction under “Appr Juris.”
Enter the Approval Date as the date that the arrangement was approved either by you or the board.
Expiration Date is entered as one year from the date that we enter the approval (Updated on 4/14/22 by KL/TC)
Click on the down arrow under Special Arrangements then Add the appropriate arrangement.
Continue until all the approved arrangements have been added.
Always add Access to the Locker if the approval requests additional time.
6. Add notes to the Internal Memo section if necessary.
Add “needs board approval” (example “needs TX approval”) if they do not have an open approval.
Add other notes as appropriate to cue you regarding which template to use and what information to communicate to the candidate in your letter.
7. Save the approval to the Application file as the cover sheet
8.You will move the application to S:\EXAM SERVICES\Special Arrangements\SCANS\2023\Notify Candidates folder so you can send the email the next business day. It takes an overnight cycle for data to be added to the candidate’s record so that the candidate can register with testing arrangements.
Notification:
Using the appropriate template S:\EXAM SERVICES\Special Arrangements\Approval Letters\Template, notify the candidate when requesting more documentation:
Same day notifications/emails: If more information is needed to consider the request. For example, Part I or Part II are incomplete. Candidate needs board approval.
The business day after you enter the approval, you will need to notify the candidate of the arrangements they have been approved for and any pertinent information regarding their request.
2. After you have pulled up the appropriate template letter you will need to add the candidate’s name as listed on the request for nonstandard testing arrangements, the state they were approved and the arrangements they were approved for. Also check that the date is correct.
The approved arrangements will be on the cover sheet that you saved to the candidate’s file.
Add notes as appropriate. Anything that was asked for that is not being approved should be addressed.
If the candidate has already registered, check IntelliVue to determine if they have a scheduled testing appointment. In the “ADA Approved already registered” template—add the existing appointment date in the “Next Steps” section that reviews the candidate has to cancel this existing appointment to add the arrangements to their request.
3. Once you have completed the correct template you will then save it as a pdf in the candidate’s file and name the file Candidate last name, first initial, determination letter, and the month and day you intend to email it (example: Johnson, J determination letter 11.23)
4. Attach the letter to the candidate in an email that is formatted as follows.
The subject line should say “Nonstandard Testing Arrangements”
The body of the email should address the candidate by the name on the application and contain the following information (Will have supported in creating the “Determination Letter” signature line beforehand as you are not expected to memorize this),
“Please see the attached determination letter in reference to your ASWB request.
Please respond with “received” to this email so that we can verify you have been notified. By responding with “received” you are acknowledging receipt of the email as well as acceptance of the contents of the determination letter.
Regards,
Your Name
Examination Administration Project Coordinator
ASWB Candidate Services
17126 Mountain Run Vista Ct., Culpeper VA 22701
Fax: 540.829.0142
5. Document that you emailed the candidate.
If you emailed requesting more information, save the email to their file so that there is a record in the file that it was sent. “EM with candidate- PS”
If you emailed a letter notifying the candidate of approved testing arrangements, add and save a note to the coversheet of the application file with the date, email, and your initials. “6.10.21 EM WO”
6. After you have emailed the candidate and documented the action, you will then move the file:
If the candidate was approved for testing arrangements, you will move the file from the “Notify” folder to the “Complete” folder S:\EXAM SERVICES\Special Arrangements\SCANS\2023\Completed Applications
If more information is needed you will need to move the file from the folder it is in to the “Pending” folder S:\EXAM SERVICES\Special Arrangements\SCANS\2023\Pending Applications.
Naming ADA Files Reference:
Folder (all documents are added into this folder): Last name, first initial-state ADA (Diaz, T-VA ADA)
Rename the folder with PV in front when waiting to Pearson VUE’s input (PV Diaz, T-VA ADA)
Applications: Last name, first initial-application received date (Diaz, T-VA App 02.09)
Determination letter: Last name, first initial determination letter date (Diaz, T determination letter 02.09)
Notes (always saved as a word file): Last name, first initial notes (Diaz, T notes)
Emails with candidates are saved as “EM with candidate”. If multiple email strings are generated add a number in parentheses (EM with candidate (2))
Supporting Documentation:
Evaluations: Candidate last name, first initial, Evaluation, date (Oien, W Eval 6.10)
Dr. Letters: Candidate last name, first initial, Dr. Letter, date (Oien, W Dr. Letter 6.10)
Personal Statement: Candidate last name, first initial, Personal Statement, date (Oien, W PS 6.10)
Disability Resource Center (DRC) letters: Candidate last name, first initial, DRC letter, date (Oien, W DRC letter 6.10)
Miscellaneous Supporting: Candidate last name, first initial, supporting, date (Oien, W supporting 6.10)
Tracking Information:
Exceptions Spreadsheet: Use the Exceptions Spreadsheet (S:\EXAM SERVICES\Special Arrangements\Exceptions) for the following: any new difficult diagnosis, anything odd with documentation, practitioners, or other advocates for the candidate, any “Other” that is not standard.
Tickler File: Use this spreadsheet to track all short-term health impairments. This includes pregnancy and health issues that have a date of recovery. Our system allows candidates to test with testing arrangements that have expired. In these cases, it is not appropriate for candidates to test after their arrangements have expired. We must track the candidate to ensure that a testing appointment is not made after the expiration date of the arrangement. This file is reviewed weekly. The Tickler File is also available to keep track of Paper & Pencil exams that are scored within 5 points for validity review with Pearson.
Paper & Pencil- a report is generated approximately once a month (TBD) and will be sent to Beth at PV each quarter (TBD).
General Communication:
Phone: DO NOT leave detailed messages unless you are specifically instructed by the candidate who has stated that it is a confidential voicemail. Identify who you are trying to reach, your name, where you are calling from and your email address if the candidate or practitioner is to contact you. You can mention that you are calling regarding paperwork submitted for the social work exam.
Email: If responding to an email from the candidate or if clarifying information is needed regarding the Request for Nonstandard Testing Arrangements, the request may be sent/requested via email. For example: if the state or province where the candidate is seeking licensure was left blank, details about how a candidate monitors their blood sugar, details about what type of aids could be used for their visual impairment
Determination letters: Candidates are sent a determination letter via email when:
Nonstandard testing arrangements are approved or changed in any way
The request for nonstandard testing arrangements cannot be approved (for example, test taking anxiety—current template is available labeled “Test Anxiety” to be used in these situations)
The request for nonstandard testing arrangements is incomplete and a document is needed (Part I, Part II, a letter from the practitioner, an evaluation, a personal statement, etc.)