While FERPA provides broad protection for student information, we want to ensure students feel comfortable and respected within the testing environment by adhering to all FERPA guidelines and general best practices.

1. As a hard and fast rule, aspects of a student's disability or diagnosis should never be asked. This is privileged information for the Office of Accessibility Services and faculty. From time to time, a student may disclose with you information about a diagnosis (this is perfectly acceptable since they are sharing), but we want to make sure that we are not asking or placing students in the position to disclose this information.

EXAMPLE: At check-in, a student tells you they are feeling really anxious and unsure of whether or not they can take the test.

Instead of asking: What is making you anxious (placing the student in a situation whereby they might disclose a diagnosis)?
Try: Would it be helpful if you had 15 minutes to take a little walk and come back and see if you are ready then? OR "Would a different room be helpful (if there are a lot of people testing in the room)?

2. Guidelines for reasonable accommodation (e.g., extra time or a reduced distraction environment) is information you will have access to, but should not discuss in the presence of other students. From time to time, a student may question whether or not they are receiving all accommodations they requested from their professor. At that time, it is appropriate to discuss, but please step away from other students.

EXAMPLE: A student asks you during check-in if they are receiving all of their accommodations.

Instead of: Checking the spreadsheet and repeating the accommodations which their professor selected out loud.
Try: Ask if they will let you have a few minutes to get the other students set for their tests. Then, move to the side and ask the student what accommodations they should be receiving (check based on the spreadsheet provided). If there is a discrepancy, check with your coordinator.

3. As proctors, there will be times when you will need to exercise judgment and caution when dealing with student information. Additionally, there may be times when sensitive information needs to be relayed about a student (e.g., particular triggers, aspects of physical disability, suspicious behavior, etc.). In order to provide students with a comfortable and conducive testing environment, these are understood to be shared in confidence and only discussed when necessary.

4. Proctors are placed in a unique position of knowledge and responsibility. Each exam session, proctors are provided with a check-in sheet that details student academic, and accommodation-related, information. This document (as well as exams) should always be stored in a locked/secured location.