How do I ensure my online exams with an assessment platform are accessible and compliant with university policies?

To ensure online exams on an assessment platform are accessible and aligned with university policy, use a process that covers platform setup, question design, accommodations, security, and review.

1) Start with university policy and legal requirements

Check the rules that apply to your institution, such as:

• Accessibility policy
• Assessment/exam policy
• Academic integrity rules
• Privacy/data protection requirements
• Disability accommodations process

Make sure you know:

• Whether the exam must be accessible by default
• How to handle extended time, breaks, alternate formats, or assistive technology
• What is allowed for proctoring, lockdown browsers, or webcam monitoring
• How long exam data is retained and who can access it

2) Choose an accessible platform configuration

Confirm the platform supports:

• Keyboard-only navigation
• Screen reader compatibility
• Zoom/magnification without breaking the layout
• High-contrast and color-independent display
• Resizable text
• Mobile or low-bandwidth access if required
• Accessible timed-exam behavior
• Clear error messages and form labels

If the platform has accessibility settings, enable them and test them before the exam.

3) Build questions in accessible formats

Use simple, consistent structure:

• Write clear instructions
• Use plain language where possible
• Avoid relying only on color, shape, or position to convey meaning
• Provide descriptive labels for buttons, images, charts, and files
• Use accessible math and table formatting
• Avoid drag-and-drop unless there is a keyboard-accessible alternative
• Keep numbering, headings, and sections consistent

For media:

• Add captions to video
• Add transcripts to audio
• Add alt text or long descriptions for images that convey information
• If visuals are essential, make sure the same information is available in text

4) Make timing and accommodations work properly

Plan for common accommodations such as:

• Extra time
• Rest breaks
• Alternative formats
• Scribe or reader support
• Assistive technology access
• Flexible start windows if needed

Confirm the platform can apply accommodations without exposing the student’s disability status or creating unfairness. If the system cannot support a requested accommodation, arrange an approved alternative through your university process.

5) Test with accessibility tools before launch

Before releasing the exam:

• Navigate using only the keyboard
• Test with a screen reader if possible
• Check color contrast
• Zoom to 200% and verify nothing breaks
• Test on different browsers/devices as required
• Try the exam with disabled images/CSS where relevant
• Validate any PDFs or uploaded documents for accessibility

It helps to do a pilot or internal review with disability services, instructional design, or IT accessibility staff.

6) Ensure secure but fair assessment

If using proctoring or lockdown tools, confirm:

• They are approved by the university
• They do not block assistive technologies
• They have an accessible user interface
• Students are informed in advance about what data is collected
• There is a non-biased alternative if a tool is inaccessible or incompatible

Security measures should not prevent students from using approved accommodations.

7) Provide student-facing guidance

Give students:

• Clear instructions on how to access the exam
• Supported browsers/devices
• Contact information for technical help
• A way to request accommodations or report access barriers
• Practice/demo access if possible

This reduces confusion and helps identify issues early.

8) Review and document compliance

Keep records of:

• Accessibility testing results
• Approved accommodations
• Any known limitations and mitigations
• Communication sent to students
• Policy approvals for proctoring or special exam tools

This helps with compliance audits and future improvement.

9) Use an accessibility checklist before each exam

A quick checklist:

• Exam content is keyboard accessible
• Screen reader labels are present and correct
• Images/charts have alt text or descriptions
• Videos have captions/transcripts
• Color is not the only way information is conveyed
• Timing/accommodations are configured
• PDFs/documents are accessible
• Third-party tools are approved and tested
• Students received clear instructions and support contacts

10) Involve the right campus units

For best results, coordinate with:

• Disability/accessibility services
• IT or platform admins
• Instructional design/support
• Exam or registrar office
• Legal/compliance/privacy office, if needed

If you want, I can also help you create a one-page accessibility checklist for online exams or a policy-compliance template for your specific assessment platform.