Creating custom versions of exams for audio accommodations
Article Last Updated April 2021
This article outlines how instructors can set up individualized versions of exams for specific students. This is most commonly required if an instructor needs to facilitate an approved Exam Audio (AF) accommodation and this article will describe that use case in detail. The eClass steps for creating individual, printed copies of exams may apply to other situations.
The eClass quiz tool has several delivery options but converting an exam to audio requires three (3) primary steps:
When conversion for an Exam Audio (AF) accommodation is required, instructors will be contacted by the Academic Success Centre’s Alternate Format Team to request electronic files of the eClass quiz at least three (3) working days in advance of the exam. (Exam accommodation procedures can be reviewed at the Academic Success Centre’s Accessibility Resources website.)
Important note: at this time it is not possible to create an audio conversion or printed-in-advance version of an exam that uses randomized values WITHIN questions such as the calculated, simple-calculated, and STACK eClass question types because these create the questions for each student “on-the-fly” when each attempt gets launched. In these situations, a separate static quiz must be created.
Step 1: Configure the quiz in eClass for printing
The easiest case is a quiz that involves no randomization of questions OR answer order. When a quiz is static, students using an audio format of the exam can use the same version as the rest of the class. Simply switch the layout of the quiz temporarily so that all questions are on a single page, launch a preview of the quiz, and use the browser print function to create a PDF. Save this file to share with the Academic Success Centre’s Alternate Format team. After saving the PDF, return the layout of the quiz to its original question-per-page format. Approved exam time multipliers can be added as overrides.
Any time you have used question or answer order randomization as part of a quiz setup, you must create a separate version of the quiz in order to facilitate the audio conversion. You can do this easily by using the eClass Duplicate function available in the 'Edit' dropdown to the right of the quiz:
This copy of the quiz MUST have the options for question and answer shuffling turned off.
Question order shuffling:
Answer order shuffling:
You should then re-configure the duplicated copy for printing (saving as PDF) using the steps outlined above. This quiz version can then be returned to the original configuration (page layout) for delivery and then can be access-restricted to the specific student with the Exam Audio (AF) accommodation. Be sure to follow the steps here for protecting a student's private information.
Specific notes on quiz construction
For audio conversion to be successful, all features used in the digital eClass quiz must be able to be translated to a paper format:
- Any online content such as linked files, embedded videos, or You Tube links must be shared separately with the student.
- The drag-and-drop eClass question types cannot be printed so will not convert to audio.
- Random variable questions like calculated and STACK cannot be printed in advance so will not convert to audio.
- When using CLOZE-style type questions, you must specify that answer options are displayed as radio buttons, MCV or MCH, as opposed to in a dropdown list. (See here for more information on CLOZE.)
- Similarly, for questions whose answers require the selection of numeric units, the units should be displayed as multiple choice radio buttons as opposed to in a dropdown list.
Step 2: Upload the resulting file to ClockWork’s Instructor Services portal
Upload your saved PDF of the “all questions on one page” version of the eClass quiz to ClockWork:
This will enable the Academic Success Centre’s Alternate Format team to access the file and complete the audio conversion. The resulting converted audio file will be returned to you through a Google Drive folder.
Step 3: Share the converted audio file with the student
The most common method for providing the audio format of an eClass quiz with a student is to share it through a Google Drive folder. This can be accomplished in either of two ways:
With both of these methods, you must restrict access to only the student with the Exam Audio (AF) accommodation, making sure to follow the steps here for protecting student private information. If you wish to prevent downloads of the exam audio files, follow the instructions here.