Registering for Alternative Testing Arrangements

Alternative testing arrangements that are reasonable in the context of this licensing test and supported by documentation may be provided for the following examinees who would not be able to take the test under standard conditions:

All timely and complete alternative testing arrangements requests and accompanying documentation are reviewed on a case-by-case basis upon receipt. In some cases, the submitted documentation may not be sufficient to make a determination regarding the requested accommodation(s) or may not support the requested accommodation(s). Additional information or diagnostic test results may be needed.

Please be aware that your request form and supporting documentation may be shared with the Virginia Department of Education in order to process your request. The documentation will be kept confidential to the extent required by law.

Some alternative testing arrangements may be accommodated at selected sites only. If you wish to request a specific test area for paper-based testing due to your documented disability, include this request in Section 11 of your Alternative Testing Arrangements Request Form. If after receiving your admission ticket, you find that the site to which you are assigned is not feasible due to your documented disability, please contact VCLA Alternative Testing Arrangements at (866) 613-3292 (telephone) or (413) 256-7075 (fax).

Procedure for Requesting Alternative Testing Arrangements

Initial requests for alternative testing arrangements. In all cases, examinees requesting alternative testing arrangements must (a) complete a test registration and submit correct payment, (b) mail or fax a completed Alternative Testing Arrangements Request Form, and (c) mail or fax any required documentation. (Please note that there are separate request forms for computer-based testing and paper-based testing.) The Alternative Testing Arrangements Request Forms are available to download as PDF documents by selecting "Print Bulletin and Forms (PDF)" on the VCLA Web site. Write your name and telephone number on each piece of correspondence you provide.

Subsequent requests for alternative testing arrangements. The Alternative Testing Arrangements Request Form must be submitted each time you register. The first time that you request alternative testing arrangements, you will need to submit all of the required documentation to support your request for accommodations. Evaluation Systems will keep your documentation on file for one year. If you register for subsequent test dates within that year, you only need to submit your completed registration, correct payment, and a completed Alternative Testing Arrangements Request Form, as long as your condition and the recommended accommodations have not changed.

Some accommodations (e.g., Braille tests) have specialized production requirements associated with them, and more time for production may be required than is available after the regular registration deadline. Although every effort is made to process all requests in a timely manner, the earlier you submit your request, the more time will be available for specialized production, if needed. Certain production requirements may necessitate rolling over your registration to a future test administration.

In some cases, you may be contacted directly to discuss suitable testing arrangements.

Procedures for Paper-Based Testing

Deadline for requests. The deadline for submission of requests and all necessary documentation for alternative testing arrangements is the regular registration deadline. Because of space, staff, and time constraints, there can be no assurance that requests received after this deadline can be accommodated.

Requests for additional time. The test session is designed to allow sufficient time to complete either or both of the subtests. Examinees may find the testing session to be more than enough to complete the test, even if they have needed extra time on other tests they have taken in the past. If, however, you have a documented disability and you feel you need extra time for testing, you may submit a request for alternative testing arrangements when you register for the VCLA.

Please note that all requests for additional time require appropriate documentation and are subject to approval by the Virginia Department of Education.

You may wish to register for only one subtest per test date, which will allow you to use the full four-hour test session to complete the subtest. Registering for both subtests on the same test date limits the additional testing time you can be allowed because testing must be completed within one test administration day (see "Test Selection" for information about subtest availability by test session).

To meet the testing requirement, you do not have to pass both subtests at a single administration. The test is not timed by section. You may decide how much time you want to set aside for each subtest.

Notification of resolution. Before the test date, you will receive information regarding your request. The resolution of your request for alternative testing arrangements will be sent to you by U.S. mail, even if you register on the Internet and receive a receipt of registration by e-mail. You should contact Evaluation Systems at the time you receive this information if you have any questions or concerns about it. If you have submitted a request for alternative testing arrangements and you have not received written confirmation of your resolution before the late registration deadline, you should contact Evaluation Systems to confirm receipt of your request.

Registering for an Alternative Test Date for Religious Reasons. Alternative test dates may be arranged for people who are registering for paper-based testing and whose religious practices do not allow them to take tests on Saturdays. These alternative test dates may be arranged only for religious reasons and will be scheduled for the Sunday following the regular Saturday test date.

To request an alternative test date, you must

  1. complete your test registration and submit the correct payment;
  2. submit a completed Alternative Testing Arrangements Request Form for Paper-Based Testing; and
  3. submit a signed letter from a member of the clergy, written on that person's professional letterhead, stating that your religious practices prohibit Saturday testing.

The deadline for submission of your Alternative Testing Arrangements Request Form for Paper-Based Testing and supporting letter is the regular registration deadline.

Procedures for Computer-Based Testing

Deadline for requests. Examinees who wish to request alternative testing arrangements for a computer-based administration should register as early as possible in advance of their desired test date because of the additional time needed to process the registration and to schedule the test administration date. After registering, you must mail or fax a completed Alternative Testing Arrangements Request Form for Computer-Based Testing and any required documentation as described below. Most examinees will be contacted regarding the resolution of a request for accommodations within three weeks after the request form and all required documentation have been received.

Requests for additional time. Each test session is designed to allow sufficient time to complete either or both of the subtests in the VCLA program. Examinees may find the testing session to be more than enough to complete the test, even if they have needed extra time on other tests they have taken in the past. If, however, you have a documented disability and you feel you need extra time for testing, you may submit a request for alternative testing arrangements when you register for the VCLA.

If you are requesting additional time, please note that time and a half is the typical time extension allowed. Include in your request the amount of additional time requested. Please note that all requests for additional time require supporting documentation, including a professional's recommendation for the specific time extension requested. Testing must be completed within one test administration day and all requests for additional time are subject to approval by the Virginia Department of Education.

Notification of resolution. When you submit a request for alternative testing arrangements, you should wait to receive confirmation of your resolution before scheduling your test appointment at the test center. If you schedule your test appointment before receiving this confirmation, you will be required to cancel and reschedule it in order to ensure that your accommodations will be appropriately applied. This could result in a delay of your desired test date.

When your request for alternative testing arrangements has been resolved, you will be contacted via e-mail regarding the resolution and given important information about scheduling your test appointment. In order to ensure that your approved accommodations are appropriately applied to your test appointment and available for your testing session, you must schedule your test appointment by phone. Test appointments scheduled through your account on the VCLA Web site will not reflect any approved alternative testing arrangements.

Scheduling your test appointment. Once you have received confirmation that your alternative testing arrangements request has been resolved, you must call the Pearson VUE phone number provided to you and identify yourself as a candidate who needs to schedule a test appointment for the VCLA with accommodations. If you do not indicate that you have been approved for accommodations at the time that you call to schedule your test appointment, you will be scheduled for a test appointment without your approved accommodations.

When you call to schedule a test appointment, you should be prepared to identify your preferred test date and test center. Please be aware that some accommodations may require up to three weeks prior to the date of your test appointment to make the necessary arrangements for staff, space, and materials. Test appointments are scheduled on a first-come, first-served basis. Please schedule your test appointment as soon as possible after your request has been resolved in order to allow time for such arrangements to be made and to avoid a potential delay in your test date.

Alternative test dates. Computer-based testing is available Monday through Saturday (excluding holidays). For this reason, individuals whose religious practices prohibit Saturday testing are able to independently schedule a test appointment that does not conflict with their religious practices without submitting a request for alternative testing arrangements.

Documentation Requirements and Review of Requests

The following alternative testing arrangements may be requested because of a disability (e.g., visual impairment, hearing impairment, motor disability, illness, injury) and can be accommodated at all test sites:

For paper-based testing:

For computer-based testing:

Please note that all centers are wheelchair accessible. In addition, all examinees are permitted to take breaks to use the restroom, take medication outside the testing room, etc., without prior approval. Any time taken for these breaks is considered part of the examinee's available testing time.

To request any of the alternative testing arrangements listed above, you must

  1. complete your test registration and submit the correct payment; and
  2. submit a completed Alternative Testing Arrangements Request Form indicating the nature of and reason for the request.

If you wish to request arrangements other than those listed above, please review the instructions that follow.

Registering for alternative testing arrangements because of a physical disability. If you require arrangements other than those listed above and the alternative testing arrangements are being requested due to a physical disability (e.g., visual impairment), you must

  1. complete your test registration and submit the correct payment; and
  2. submit a completed Alternative Testing Arrangements Request Form identifying the disability and the specific arrangements requested; and
  3. submit a signed statement by a licensed professional, written on that person's professional letterhead, whose license or credentials are appropriate to diagnose the disability (e.g., ophthalmologist for visual impairment). The statement must indicate the following:

    1. The disability for which alternative testing arrangements are being requested
    2. The recommended test administration modifications that are specifically related to the disability and are reasonable in the context of this licensing test

Registering for alternative testing arrangements because of a disability other than physical. If you are requesting alternative testing arrangements due to a disability other than physical (e.g., learning disability), you must

  1. complete your test registration and submit the correct payment; and
  2. submit a completed Alternative Testing Arrangements Request Form identifying the disability and the specific arrangements requested; and
  3. submit a signed statement by a qualified professional, written on that person's professional letterhead, whose license or credentials are appropriate to describe or diagnose the disability. The statement must indicate the following:

    1. The disability for which alternative testing arrangements are being requested, with supporting documentation in the form of one of the following, which must be included as part of the statement or as separate documentation:

      • A full educational history with complete documentation of special education services, including other disability-related testing modifications, received within the past five years, along with the name, date, and results of the diagnostic test(s) or evaluation(s), designed for purposes other than screening, administered within the past five years, used to document the disability (test results should demonstrate a significant discrepancy in your performance and your expected capability level and demonstrate the current functional impact of your disability)
        or
      • Results of a psychological, neuropsychological, or psychoeducational diagnostic test battery, designed for purposes other than screening, administered within the past five years, interpreted by a qualified professional whose license or credentials are appropriate to diagnose the condition (test results should demonstrate a significant discrepancy in your performance and your expected capability level and demonstrate the current functional impact of your disability)
        or
      • Results of an evaluation interpreted by a licensed professional verifying physical abnormalities as evidenced by a computerized axial tomography (CAT) scan, magnetic resonance imaging (MRI), electroencephalogram (EEG), or brain topography mapping test administered within the past five years

        and
    1. The recommended test administration modifications that are specifically related to the disability and are reasonable in the context of this licensing test.

    Please note: If your test(s) or evaluation(s) were administered prior to the past five years, a full battery of testing may not be required. Instead, you may wish to consult with a qualified professional to determine which diagnostic test(s) related to your disability would indicate the current functional impact of your disability.

     Documentation Checklist

    Before submitting your Alternative Testing Arrangements Request Form and any required documentation, use the checklist below and the information above to confirm that your documentation is complete.

    You may wish to share this information with the qualified professional with whom you have consulted.

    This checklist does not apply to candidates registering for an alternative test date for religious reasons (see "Registering for an Alternative Test Date for Religious Reasons" above).

    All documentation must meet all of the following requirements:

    • It must include a signed statement by a qualified professional, written on that person's professional letterhead, whose license or credentials are appropriate to describe or diagnose the disability.
    • It must include a diagnosis of the disability or disabilities.
    • It must include recommended test administration modifications that are specifically related to the disability and that are reasonable within the context of this licensing test.

    Additionally, if you are requesting alternative testing arrangements because of a disability other than physical, your documentation must meet the following requirements:

    • It must include the name, date, and actual results of diagnostic test(s) designed for purposes other than screening. The diagnostic tests should
    • be current, i.e., completed within the past five years;
    • demonstrate a significant discrepancy in your performance and your expected capability level;
    • demonstrate the current functional impact of your disability.
    Documentation, in itself, does not automatically support the granting of alternative testing arrangements.

    Appeal of denial of request for alternative testing arrangements. Evaluation Systems will notify examinees of the determination made with regard to their requests for alternative testing arrangements. You may appeal the denial of some or all of your requests for alternative testing arrangements. Before you submit your appeal, it is suggested that you review "Registering for Alternative Testing Arrangements." This section describes the documentation requirements for different types of alternative testing arrangements requests. If after reviewing the information in this section you still wish to proceed with an appeal of the decision, you may do so by submitting your appeal, in writing, to:

    Alternative Testing Arrangements Coordinator
    VCLA Office
    Evaluation Systems
    Pearson
    P.O. Box 660
    Amherst, MA 01004-9015

    Telephone: (866) 613-3292 or (413) 256-2888

    Fax: (413) 256-7075

    The appeal should include the following information:

    • Your name, address, and social security number
    • The date of the appeal
    • The date of the test administration upon which the appeal is based
    • Any documentation, in addition to the documentation that you submitted with your Alternative Testing Arrangements Request Form, that supports your alternative testing arrangements requests
    • A brief summary of the reasons why your alternative testing arrangements requests should be granted
    • Your signature

    Your appeal should be submitted as soon as possible. Please be advised that an appeal may take up to 30 calendar days to resolve. For paper-based testing, an appeal that is received less than 30 calendar days before the test date for which an examinee is registered may not be processed by that date. For computer-based testing, if you schedule your test date before the appeal is resolved and the appeal is later granted, you will be scheduled for a test appointment without your approved accommodations.

    After your appeal is reviewed, you will be notified as to whether your appeal has been granted or denied. All appeal determinations are subject to the approval of the Virginia Department of Education, and all appeal determinations are final.