A small number of students have documented disabilities that substantially impact memory recall, making it prohibitively difficult to memorize information within the time constraints of a semester. Student Disability Services (SDS) developed these guidelines to provide a structured framework for addressing the needs of these students, ensuring they have an equal opportunity to achieve essential course learning outcomes while preserving academic integrity and rigor.
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Contents
- What is a memory aid?
- What does a memory aid look like?
- What should not be included in a memory aid?
- What is the process for this accommodation?
- What flexibility do instructors have in implementing the memory aid accommodation?
- What are the students’ responsibilities to use this accommodation?
What is a memory aid?
A memory aid is a testing accommodation for students whose documented disabilities substantially impact memory recall. It helps students demonstrate their knowledge on quizzes or exams by prompting memory, not by providing answers. Typically, a memory aid contains cues to a larger body of information and is only useful if the student understands and has retained the material on which students are being assessed.
Students approved for this accommodation are responsible for learning the course content, identifying what may require cues, developing the memory aid, and obtaining instructor approval. SDS is available for consultation at any stage.
This accommodation does not reduce essential academic requirements or alter the standards for assessing performance. Memory aids cannot include information that all students must memorize and independently recall to meet essential learning outcomes. In some courses, a memory aid may not be a reasonable accommodation.
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What does a memory aid look like?
The format and content of a memory aid will vary by course and may contain cues such as:
- Acronyms
- Short phrases
- Pictures or diagrams
- Formulas
- Names
- Definitions
- Tables, charts, or graphs
- Sample questions
- Key terms
What may not be included in a memory aid?
A memory aid is not meant to record all the facts, concepts, or processes being tested. It generally should not include full course notes, nor should it serve as a substitute for studying. The content of a memory aid is at the instructor’s and/or department’s discretion and should not run counter to the essential requirements of the course. If memorizing the information on the memory aid is deemed to be an essential learning outcome, then it should not be allowed.
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What is the process for this accommodation?
- The student adds “use of memory aid during exams and quizzes as appropriate” to their course access letter.
- Before the letter is released to the instructor, SDS collaborates with the instructor to determine if a memory aid can be reasonably implemented in the course or specific quizzes/exams without fundamentally altering essential learning outcomes.
- As part of this process, the student may be asked to provide an example memory aid that SDS will share with the instructor.
- If the use of a memory aid can be reasonably provided on at least one quiz or exam, parameters are established, such as:
- Allowable content and information
- Format (handwritten, typed, single- or double-sided, etc.)
- Size (index card, letter-size page, etc.)
- Deadline for submitting the memory aid to the instructor
- SDS informs the student whether a memory aid can be reasonably provided
- Yes: SDS releases the course access letter with the accommodation and communicates all memory aid parameters to the student.
- No: SDS explains why it cannot be reasonably provided and will discuss whether an alternative accommodation can be reasonably provided with the student and instructor.
- If the instructor uses the SDS Testing Center, the student must schedule in accordance with the Testing Center’s policies and select “use of memory aid during exams and quizzes as appropriate” on the exam request form to use the accommodation.
- The instructor reviews the memory aid and may either approve the memory aid as is or remove information that is deemed to be part of an essential requirement or learning outcome.
- The instructor will notify the student of any changes that they’ve made to the memory aid.
- If time permits, the instructor may provide suggestions and feedback, and the student may be given an opportunity to modify and resubmit the memory aid for approval.
- The student may contact SDS for assistance if they have any concerns about the instructor’s alterations.
- SDS-proctored quizzes and tests:
- The instructor will either upload the approved aid as an exam file in the Faculty Portal or drop off the approved memory aid to the SDS office.
- Only the memory aid that’s approved and provided to SDS by the instructor will be allowed in the Testing Center.
- Once the student completes the quiz or exam, the memory aid will be returned to the instructor unless otherwise specified.
- Instructor-proctored quizzes and tests:
- The instructor will provide the approved memory aid to the student with the quiz or exam, and they may collect it when the student submits the assessment.
- AI-proctored or unproctored (remote, online) quizzes and tests:
- The instructor will determine how they will provide the approved memory aid to the student and whether the student must submit the memory aid after completing the quiz or exam.
- SDS is available at any point for consultation.
What flexibility do instructors have in implementing the memory aid accommodation?
Instructional practices vary across courses and departments, and SDS supports reasonable instructional flexibility. Alternative approaches are allowable when they provide equal access for the student without reducing, lowering, or waiving essential academic requirements.
For example, instructors may choose to allow:
- Open notes or memory aids for all students
- Open notes only for students approved for the memory aid accommodation
- A memory aid that has not been pre-approved by the instructor
- Note, when use of a memory aid is approved as an accommodation, Testing Center staff do not review the aid for content or alignment with instructor-set parameters. If an instructor wants a student to use a specific, instructor-approved memory aid when testing in the SDS Testing Center, the instructor must either upload that memory aid as an exam file in the Faculty Portal or drop off the approved memory aid to the SDS office.
Instructors may consult with SDS if they believe an alternative approach is appropriate for their course.
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What are the students’ responsibilities to use this accommodation?
- Include the “use of memory aid during exams and quizzes as appropriate” accommodation on your course access letter.
- Be prepared to create an example memory aid that SDS may share with your instructor.
- Review quiz/exam dates and learning outcomes. Contact your instructor for clarification, if needed.
- Note submission deadlines and parameters pertaining to the memory aid (handwritten or typed, single-sided or double-sided, etc.).
- Determine which assessments require a memory aid and what information may be included.
- As applicable, schedule in-person quizzes/exams in accordance with the Testing Center’s policies and select “use of memory aid during exams and quizzes as appropriate” on the exam request form.
- Study your course materials.
- Identify the information you will need help remembering.
- Compile your content into your final memory aid.
- Ensure that your memory aid adheres to your instructor’s parameters.
- Submit by the agreed-upon deadline.
- Your instructor may approve, modify, or allow use without advance review.
- Contact SDS if you have concerns about any modifications.
- If time permits, the instructor may give feedback, and you be able to revise and resubmit the memory aid for approval.
- Use only the approved memory aid.
- Additional notes or unapproved versions will not be allowed.