Using the DSP Portal

How to Use the DSP Portal: Faculty & Proxy

1. Login

Access the Disabled Students Program website at: http://dsp.sa.ucsb.edu/services/ or by clicking on ACCESS SERVICES PORTAL

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Upon logging in you will be greeted with a screen displaying several tabs: Instructor Letters, Proctor Requests, Exam Accommodations, Manage Course Contacts and Logout.

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2. Instructor Letters

Click on the tab marked Instructor Letters. This page contains a list of instructor letters submitted by all DSP Students who are enrolled in courses you are teaching for the current quarter.

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In order to view the full text of any letter, simply click on the button marked View Letter and the full text of the letter from DSP will appear. Please note that this letter only verifies that the student is eligible for one or more exam services and is NOT a request for a proctor for a given exam.

The text of the letter will provide you with the full name of the student, their email address and their phone number. It will also explain your responsibility to provide the exam accommodations requested under the Americans with Disabilities Act. A list of services for which the student is approved will also be displayed. Please note that some of these services may not pertain to the type of exam you are administering (for example, while a student may qualify for extended time for essay exams, this may not be an appropriate accommodation for a math course). Only you, the instructor, know beforehand the type of exam you will administer for your course, so we provide you with as much information as possible so that you can be prepared when a student submits their Proctor Request.

The letter may be printed by clicking on the print icon which will format the letter for printing.

To return to the list of Instructor Letters, simply click on the Back button at the bottom of the letter.

Example of an Instructor Letter:

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3. Proctor Requests

Once a student has submitted an Instructor Letter, they must next submit a Proctor Request for each exam that is being administered during the quarter. For a course with two midterms and a final, for instance, you will receive a separate Proctor Request for each exam from each DSP student currently taking your course. In the example shown below, two students have submitted two different Proctor Requests for two exam dates:

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In order to view the details of the Proctor Request, click on the View Request button adjacent to the exam date you would like to view.

You may choose to group students into the same room by simply checking the box adjacent to any other students listed who are eligible to be in the same exam room. Once you have set up the accommodation for one student, subsequent students who will share an exam room MUST be added to the accommodation from the Exam Accommodations tab. Locate the existing assignment and click the Edit button. Assignments which can be grouped into the same room will be displayed and you can add them by checking the box adjacent to their name and then clicking the Update button.

In the detail view, you will also need to enter the following information:

  • Exam Pick Up Location: Where will the proctor receive the exam?
  • Exam Pick Up Time: If you are having the proctor pick up the exam in your office and you need time to get to class, please request that the proctor pick up the exam prior to the actual exam start time.
  • Exam Start Time
  • Exam End Time: note that if a student receives 150% time, they will receive 90 minutes to complete a one hour exam or 4.5 hours to complete a 3 hour final.
  • Exam Location: Location where the proctor will administer the exam. Please note that this MUST be an exact location. TBA and See DSP are not acceptable options for this field as it is the responsibility of the individual instructor or department to secure a room for the exam.
  • Exam Drop Off Location: Where should the proctor leave the exam once the student is finished?
  • Exam Drop Off Time: If the proctor is to turn the exam in to a particular person, when will that person be at the exam drop off location?

Also note if either you or one of your TAs will be proctoring the exam. If you select this option, please let us know who the proctor will be. If you decide at a later date that you need to have DSP proctor this exam, you will need to contact us so that we can arrange for a proctor.

Finally, please note if there are any special instructions relating to this exam in the space provided. The detailed view of a Proctor Request looks like this:

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Once you click the submit button, the proctor request is released to our office where one of the proctors we hire will accept the assignment and take care of administering the exam.

4. Exam Accommodations

Completed proctor requests will be moved from under the Proctor Requests tab to the Exam Accommodations tab to indicate that the information required from you has been provided to our office.

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You may view the details of the exam assignment by clicking on the View Accommodation button. You may also edit the details of the assignment up until the time we have assigned a proctor, after which the only changes that may be made are to the room locations unless you contact our office.

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Grouping Students in the Same Room

Once you have set up the accommodation for one student, subsequent students who will share an exam room MUST be added to the accommodation from the Exam Accommodations tab. Locate the existing assignment and click the Edit button. Assignments which can be grouped into the same room will be displayed and you can add them by checking the box adjacent to their name and then clicking the Save Changes button.

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Once a proctor has signed up to proctor an exam, their name will be displayed on the request as well and you will receive an email from our office that the assignment has been filled.

Manage Course Contacts

If you would like your TAs to be able to fill in the details of Proctor Requests on your behalf, you will need to first designate them as a course contact.

Click on the Manage Course Contacts tab and then click on the appropriate course for which you would like to as a course contact. A list of your current TAs will be displayed and you may select one or more that you wish to give permission to complete Proctoring Requests on your behalf.

Please note that the DSP system can ONLY display teaching assistants who have been associated with your course in the STAR/COMPLETE system (aka the mainframe). Please contact your department’s undergraduate advisor if you do not see your TA available as an alternate contact.

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If you have any further questions on how to use the DSP System, please contact Mark Grosch at 805.893.3590 or mark.grosch@sa.ucsb.edu.

If you would like to have a demonstration of the system provided to you individually or to a group of faculty in your department, we can arrange to provide that as well.