ClockWork

ClockWork is a software management system that will change the way Learning Support Services communicates with students and faculty about reasonable academic accommodations.

What will change?

Accommodation letters. Students will now be able to notify professors of their approved accommodations electronically by contacting them through ClockWork.

Test Scheduling. Exam proctoring handled by Learning Support Services will now be scheduled electronically by the student through ClockWork.

Intake of new students. Students new to our office will now be able to complete an online intake form and upload documentation directly to the system.

What will stay the same?

Our mission. We are still committed to providing reasonable academic accommodations for students with learning disabilities, other neurologically based disorders, and those disabled by chronic illnesses, as well as offering students a variety of academic support services that are designed to help all Villanova students maximize their academic success.

Our commitment assisting faculty in accommodating students. This includes exam proctoring. We understand that faculty appreciate that LSS does what we can to help proctor exams and we are committed to continuing to help in that area using new and improved ClockWork procedures.

Our policies concerning students with disabilities. Our documentation guidelines and procedures for determining reasonable accommodations for students will remain the same.

Student responsibilities. Students seeking accommodations will still be required to engage with their professors about their specific needs.

Who will ClockWork impact?

ClockWork will be used exclusively in the Office of Learning Support Services. All students requesting reasonable accommodations and the faculty teaching their classes will be required to use this exciting new technology.

How do I get more information and/or training?

Learning Support Services will be offering live and online training opportunities, how-to instruction sheets, and opportunities for students and faculty to provide feedback. If you are interested in doing some beta testing for us this summer, please email learning.support.services@villanova.edu

Why ClockWork?

There are many reasons why LSS has decided to adopt this new system. Here are a few important ones:

  • The number of tests proctored continues to rise. With our current facilities and staff, we needed to find a solution that would still allow us to provide this valuable service to faculty.
  • One of the wonderful things about ClockWork is that it encourages students to take charge of their own learning needs and practice important self-advocacy skills. Students will learn to communicate with professors and plan ahead, developing essential skills that they need to cultivate for life after Villanova.
  • ClockWork is a secure system that exists on Villanova’s own server. In an age where we all need to take cyber security seriously, students will no longer need to send sensitive disability-related information via email.
  • With an increased number of students seeking our services, ClockWork will help create an environment where Learning Support Services staff can spend more time serving our greater community by meeting with students, holding workshops, collaborating with our colleagues, and providing consultation and development opportunities to faculty and staff.

ClockWork for Students

Students need to complete this 2-step registration process to receive academic accommodations through Learning Support Services. Step 1: Complete an online intake form and submit your documentation; Step 2: Discuss your accommodation needs with an LSS staff member. Please read through these steps carefully to successfully register with LSS.

Complete the online intake form

  • Log into ClockWork for Students and select the Online Intake link
  • Click on the Register link in the menu to access this form. If you are not signed in already, you will be asked to log in using your Villanova username and password.
  • Complete the form, upload documentation, and click submit. Students must submit current documentation. Please refer to our Documentation Guidelines to determine which documenation will be appropriate. If you have additional information to add once you have submitted the intake form, please contact LSS.
    • Your First Name, Last Name, Student Number, and Email, should have self-populated. If they did not, please email LSS after you submit the intake form to let us know.
    • If you cannot upload your documentation to this form or have already sent us your documentation before filling out this form, you do not need to submit the documentation again through this form.
    • If you do not upload your documentation through this intake form, you can mail, fax, or email the documentation to LSS. This is a less secure option, which is why we prefer that you submit your documentation with this form.
  • You will likely receive a confirmation email once you have submitted your form. Please follow the directions detailed in the confirmation email. Submitting your registration does not automatically qualify you for accommodations.
  • If you do not receive a confirmation email, it means that you were manually entered into our system by an LSS staff member. You will still need to complete the next step to finish the registration process.

Discuss your accommodation needs with an LSS staff member

  • Call or email LSS to set up a meeting to discuss your accommodation needs after you have submitted the intake form and your documentation. 
  • You will not be eligible to receive or use your accommodations until you have this meeting and complete the registration process.

All student requests for accommodations are handled by Learning Support Services (LSS). New students must first register with LSS in order to receive accommodations. To register, log into ClockWork for Students and select the Online Intake link.

Requesting Accommodations

Once you are registered with LSS and approved for accommodations, you will need to send a copy of your accommodation letter to the professors of the courses in which you are enrolled in order to receive your accommodations.

Steps:

  1. Log into ClockWork for Students and select the Request for Accommodations link.
  2. Select the Accommodations tab.
  3. Select the Request button on the row that coincides with the course for which you would like to request accommodations. If you want to send letters to all of your professors, you will have that option once you select the request button for one of your courses.
  4. On the right side of the page, check all courses for which you are requesting an accommodation letter.
  5. On the left side of the page, choose which approved accommodations you require for your courses.
  6. If your accommodations are correct and no changes are required, select the My accommodations are correct the way they are button.
  7. Once you have verified the accuracy of the information presented, select the “I agree to the terms outlined above” checkbox and select Submit. You will receive an email confirmation shortly after your request is submitted.
  8. Your professor will receive an email notification to view your accommodation letter on ClockWork.

Important things to remember:

  • You have the option to send letters with the same approved accommodations to all of your professors by checking all of the boxes under Courses to Request. If you need specific accommodations for certain courses but not others, you may select specific approved accommodations for each of your courses.
  • ClockWork also has a feature that allows you to notify LSS about any approved accommodation errors or needs for additional accommodations. Please indicate either “I need additional accommodation” or “I need to change or remove an accommodation” and select the Submit button. LSS will reach out to you after reviewing your request.
  • You can check the status of your request for each course by returning to the Request for Accommodations link and checking the status column. This important feature allows you to see if your professor has confirmed receipt of your accommodation letter. Professors must confirm accommodation letters before you are able to use the test-booking features in ClockWork.

Learning Support Services encourages you to inform your academic advisors and/or athletic academic advisors of your accommodations to ensure that you will receive the proper support if any scheduling concerns arise or if other issues come up related to your accommodations or disability throughout the semester. Although you will be able to send a notification through ClockWork directly to your professors that you have accommodations through LSS, your advisors will not receive these notifications. You will need to manually send your advisors a copy of your accommodation letter by following these steps.

Sending Accommodation Letters to your Advisor

  1. Log into ClockWork for Students.
  2. Select Accommodation Letters. If you are not signed in already, you will be asked to log in using your Villanova username and password.
  3. Click View Accommodations for the letter from the course that you would like to send. (The letter you choose to send should have all of your accommodations listed on it, especially all of the testing accommodations.)
  4. Generate PDF letter and open the downloaded letter.
  5. Attach this letter to the email you will send to your academic advisor and/or your athletic academic advisor.
  6. Send the email to your advisor

Sample email:

Dear Professor #<Advisor’s Name>#,

I wanted to inform you that I am registered with LSS, in case any issues arise throughout the semester related to my accommodations or disability. I have attached a copy of the accommodation letter that I received from LSS. As you can see, it is addressed to one of my current professors who has already received this letter. Thank you for your support.

Best,

#<Student Name>#

 

You can use the same process to send a copy of these letters to a professor who is co-teaching the class, but is not the lead professor, or to a coordinator for the class. Please email LSS if you have any questions or concerns about this process.

Learning Support Services provides test proctoring services when professors are unable to provide all required testing accommodations for a student. Students must book their quizzes, tests and final exams at least 3 business days in advance to take their test with LSS. 

LSS regular test proctoring hours:            

Monday-Friday, 9 a.m.-5 p.m.

Final exam proctoring hours:

Monday-Friday, 8:30 a.m.-5 p.m.

Saturdays, 8 a.m.-5 p.m.

Scheduling a Proctored Test with LSS:

  1. Log into ClockWork for Students and select the Schedule a test or exam link.
  2. Select the Schedule a test, mid-term, or quiz tab.
  3. Select course. Choose the appropriate course from the drop-down menu.
  4. Class Date and time. Enter when the class is taking the test and how long the class will get to take the test. NOTE: due to conflicts, students may need to take tests at a different time than the class. You will have the opportunity to enter this information.
  5. Confirm professor info. Make sure professor information is correct.
  6. Choose accommodations. Your approved testing accommodations will appear. Check off the accommodations you would like to use for this test. Any accommodations that remain unchecked will not be allowed during the test.
  7. Select your test time. A date and time that works with your class schedule and our proctoring availability will appear. Tests are to be taken during class date and time if student schedule permits. Note: LSS proctoring times may impact scheduling. If none of the date/times in the list below will work for you, please make alternate arrangements.
  8. Confirm and complete. Student will receive an email confirmation and professor will be notified of the booking.

Important things to remember:

  • Students must communicate with their professors prior to scheduling tests. Many professors can accommodate students without involving LSS test proctoring.
  • LSS has a limited number of seats available for test proctoring. Tests are booked on a first-come, first-served basis due to a limited number of available seats.
  • All LSS proctoring requests are scheduled through Clockwork. Other communication with the test proctoring coordinator can be emailed to proctoring@villanova.edu. This email account is monitored during regular business hours (M-F, 9 a.m.–5 p.m.).
  • If there are no dates and times available that work with your schedule, call (610-519-5176) or stop by the LSS office (Falvey 212) to see if other arrangements can be made.
  • Students can check test or final exam bookings by clicking on the My calendar tab in ClockWork. 
  • Students can cancel a test by going into the My calendar tab in ClockWork and selecting the Cancel button next to the specific test. 

ClockWork for Professors

ClockWork is a secure, web-based tool through which professors can access and review accommodation letters for students enrolled in their courses.

Accessing Accommodation Letters

  1. Students will send their accommodation letters to each professor via ClockWork. You will receive an email notification when one of your students submits an accommodation letter. To review the letter, visit ClockWork for Professors.
  2. Select the Accommodation letters tab and log in using your Villanova username and password.
  3. Select the View letter link in the row corresponding to the student letter you want to view and confirm receipt.
  4. Select the Review PDF letter button to view the student’s accommodation letter. You may save or print a copy of this letter for your records. You may also return to ClockWork to review the letter in the future.
  5. Once you have carefully read the information detailed in the letter, select the check box to acknowledge that you received and reviewed the accommodation letter. Select the Submit button.
  6. A screen will appear indicating that you have confirmed receipt of the accommodation letter. Please feel free to reach out to the student or LSS with any questions you may have about how the accommodations need to be implemented in your course.
  7. You may return to the Accommodation letters tab at any time to access the letters that have been shared with you. The Your confirmation column lists the date that you confirmed receipt of the accommodation letter. A blank entry indicates that you have not yet confirmed receipt for that letter.

Important things to remember:

  • Professors and students are expected to discuss the accommodations to ensure all parties are clear on what is needed.
  • You must confirm this letter for a student to create a test request for your class.

Learning Support Services provides test proctoring services when professors are unable to provide all required testing accommodations for a student. Students must book their quizzes, tests, and final exams at least 3 business days in advance to take their test with LSS.

LSS regular test proctoring hours:

Monday-Friday, 9:00 a.m.-5:00 p.m.

Final exam proctoring hours:

Monday-Friday, 8:30 a.m.-5:00 p.m.

Saturdays, 8:00 a.m.-5:00 p.m.

Requesting Test Proctoring Services:

1. Once you receive email notification that a student has booked a test with LSS, follow the link in the email or log into ClockWork for Professors.

2. Select Courses

2. Under Options, select Tests and Exams. The yellow star indicates that there is at least one future test/exam in the system for your course.

3. Scheduled tests for this course should be listed displaying the following information:

  • Type. Test or Final Exam.
  • Date of test. The date on which you are administering the test to the class, e.g. Sept 24 (Monday 2018)
  • Class test time. The start time and length of the test, e.g.  1:00 PM (1 hr. 15 minutes)
  • Previously confirmed. Indicates if the professor has confirmed the date of test.
  • Submitted file. Indicates if the professor has submitted the test to LSS.
  • Action.

Test details. Confirm original test start and end times. We will calculate and apply approved time extensions.

Students. View list of students currently registered to take this test with LSS. Date and time indicate when the student has booked a seat in LSS. Tests will be taken during class date and time if student schedule permits. LSS proctoring times may also impact scheduling.

Test information. Professor fills out information about the test, allowable materials (Please be specific!) and what should be done with the finished exam.

Submit changes. Confirm test details and upload the test. Paper copies may be delivered to the LSS office, located in the Learning Commons, 2nd Floor of Falvey Library.

Important things to remember:

  • Students are expected to communicate with their professors prior to scheduling exams. Many professors can accommodate students without involving LSS test proctoring.
  • It is the student’s responsibility to schedule a test with LSS. Professors cannot schedule LSS test proctoring for their students.
  • LSS has limited seats for test proctoring. Tests are booked on a first-come, first-served basis.
  • Students may review their scheduled test or final exam bookings on the My upcoming events tab in ClockWork.
  • All LSS proctoring requests are scheduled through Clockwork. Other inquiries for the Test Proctoring Coordinator may be sent to proctoring@villanova.edu. This email account is monitored during regular business hours (M-F, 9 a.m.–5 p.m.). 

Contact Information

Office of Learning Support Services:
Villanova University
Learning Commons in Falvey
Suite 212
800 Lancaster Avenue
Villanova, PA 19085
Phone: 610.519.5176
Fax: 610.519.8015
Email: learning.support.services@villanova.edu

Hours of Operation:
Summer hours: Monday through Thursday 9:00 a.m. - 5:00 p.m., Fridays 9:00 a.m.-12:00 p.m.

Meet Our Staff

Directions to campus and Campus Map (PDF)