Handling a Candidate's Request for Accommodation During a Timed Test
You are administering a CritiCall dispatcher selection test to a group of six candidates. One candidate, who has a documented learning disability, approaches you before the test begins and requests extra time (25% additional time) and a quiet room. The test is strictly timed and the vendor's policy states that accommodations must be requested at the time of registration, not on test day. The candidate says they did not know they needed to request accommodations in advance and provides a letter from their doctor documenting the disability. The test session is scheduled to last 2 hours. You have a small conference room available that is quiet. You have no other proctors available. The other five candidates are already seated and waiting.
1. What are your options for handling this request? Consider legal, ethical, and practical factors.
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Options:
- Deny the request because it was not made in advance per vendor policy. This is legally risky because disability accommodations are often required by law (e.g., ADA in the US) and denying a documented request could lead to a discrimination complaint. It is also ethically questionable.
- Grant the request on the spot: Provide the quiet room and extra time. This is the most legally defensible and ethical option. However, you must consider test security and fairness to others. You have no other proctor, so you cannot supervise the candidate in a separate room while also proctoring the main group. You could postpone the candidate's test to a later date when a proctor is available, but that may be unfair due to inconvenience.
- Grant partial accommodation: Provide the quiet room but not extra time, or vice versa. This may not fully address the disability.
- Reschedule the candidate: Offer to reschedule with accommodations, apologizing for the inconvenience. This is fair if you cannot safely proctor both groups.
- Seek guidance: Contact your supervisor or the vendor for guidance. If unavailable, make a decision based on policy and law.
Recommended: Grant the accommodation if possible. Since you have no other proctor, you could place the candidate in the quiet room and use a video monitoring system if available, or check in frequently. If not feasible, reschedule the candidate to a later session with accommodations and a proctor. Document the request and your actions. Do not deny outright.
2. You decide to reschedule the candidate for a later session with accommodations. What do you tell the candidate, and what steps do you take to ensure the accommodation is provided next time?
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Tell the candidate: "I understand you need extra time and a quiet room, and we want to provide that. Unfortunately, I don't have another proctor available today to supervise you in a separate room while the main group is testing. I can reschedule you for [date/time] when we can provide the accommodations you need. I apologize for the inconvenience. Please contact [name] to confirm the arrangements." Be empathetic and professional.
Steps:
- Document the request: Record the candidate's name, the requested accommodations, the doctor's letter, and the reason for rescheduling.
- Notify the vendor: Inform the test vendor of the accommodation request and the rescheduled date. Ensure they approve the accommodations and that the test platform can support extra time.
- Arrange a proctor: Schedule a proctor for the new session and reserve the quiet room.
- Confirm with the candidate: Send a written confirmation of the new date, time, and accommodations.
- Review policy: Suggest to your supervisor that the registration process should include a clear notice about accommodation requests to prevent future issues.
- Maintain confidentiality: Do not discuss the candidate's disability with others.
Key: Comply with disability laws, communicate clearly, and ensure the accommodation is provided at the rescheduled session.