Understanding the Memory Aid Accommodation
A Guide for Students and Instructional Faculty
Definition and Purpose: A memory aid, also referred to as a "cue sheet," is a tool designed to support students who experience difficulties with various types of memory, including rote, procedural, working, and long-term memory.
Its purpose is to act as a trigger for information that a student has learned but may find challenging to recall due to cognitive processing deficits. A memory aid is not intended to provide the answers or reduce academic expectations. It is meant to provide prompts to help the student access information they already studied.
Determination and Approval Process: To be eligible for this accommodation, students must submit documentation to SAS that substantiates their need for a memory aid. A SAS counselor will review the provided documentation and engage in an interactive and deliberative discussion with the student related to the need for and if applicable, use of a memory aid. If the memory aid accommodation is approved, it can be added to the student's accommodation form. The responsibility for use of a memory aid accommodation then shifts to the student. Students are responsible for learning the course material, identifying the material that may require cues, developing those cues for the memory aid, and following the established procedure to obtain the instructor's review, input and approval before the quiz/exam date.
Customization and Flexibility: Memory aid accommodations are not one-size-fits-all. They are tailored to the individual student's needs and the specific requirements of the quiz/exam. They may be organized chronologically, by module or chapter, and can be handwritten or typed. Historically, students have been allowed to use a 3x5, 5x7 or 8.5x11 sheet of paper. The content can include a range of information, such as acronyms, phrases, pictures, diagrams, formulas, definitions, and more, but this is subject to the instructor's approval. Please note: A student with a visual impairment may require a larger memory aid to accommodate larger font or writing.
Instructors have the authority to exclude information from the memory aid if they have valid academic reasons related to what they are assessing on the quiz/exam. For instance, if an instructor is evaluating a student's ability to apply a formula, they may permit the formula being present on the memory aid but not examples of the formula being used. However, if the assessment focuses on memorizing the formula itself, then including the formula would defeat the purpose of the question and the formula wouldn’t be allowed.
Collaboration and Open Communication: A crucial aspect of successfully implementing this accommodation is ongoing communication among the student, the instructor, and SAS.
Students must proactively discuss the use of the memory aid with their instructors in advance of each quiz or exam. Please note: Instructors cannot ask about the nature of a student’s disability. Students are not required to disclose the their disability unless they're comfortable doing so.
Students must submit their memory aid for review by the instructor at least five business days before the assessment date, unless a shorter timeline is agreed upon or the instructor provides less than five days’ notice of the quiz/exam date. In cases when less than five days’ notice is given, students with a memory aid accommodation should be granted reasonable time to develop and submit their memory aid to their instructor before the quiz/exam date or be allowed to take the quiz/exam after the standard deadline. Submitting the memory aid to the instructor five business days in advance allows reasonable time for the instructor to review, provide feedback, and make any necessary adjustments. If any questions, concerns, or disagreements arise regarding the memory aid, the student or instructor should consult with SAS to ensure the accommodation supports the student’s needs while maintaining the integrity of the quiz/exam.
Procedural Steps for Using a Memory Aid:
- Student-Instructor Discussion: The student must initiate a conversation with the instructor to discuss the use of
the memory aid and establish a mutually agreed upon deadline for submission.
- Quiz/Exam Scheduling: If proctoring support through SAS is required, the student schedules the proctoring
appointment according to the guidelines on the Proctoring webpage. Students who have been authorized for use of a memory aid for the course and select
this accommodation when scheduling their proctoring appointment(s) will receive reminders
from SAS related to submission of the memory aid.
- Memory Aid Submission: The student submits the memory aid to the instructor by the agreed-upon deadline.
Please note:- Instructors reserve the right to deny use of the memory aid if the student does not send it to the instructor by the deadline.
- A memory aid accommodation wouldn’t be allowed on an exam if the intent of the accommodation
is being met by the instructor allowing the class to use a memory aid or cue sheet.
If a student authorized for a memory aid is requesting use of an additional memory
aid or using a format different from the class as an accommodation, they must meet
with a SAS counselor to discuss this request at least 7 business days in advance of
the quiz/exam date.
- Instructor Review and Approval: The instructor reviews the content of the memory aid and determines its acceptability.
If deemed unacceptable, the instructor contacts the student to ask that it be revised
and resubmitted, referencing what specific information needs to be removed or edited.
Once approved, the instructor sends the memory aid to SAS along with quiz/exam information,
per the instructions they will receive from SAS proctoring staff.
- Memory Aid Used During Assessment: The student is allowed to use only the approved memory aid during the quiz/exam.
SAS proctoring staff will print the approved memory aid to include with the quiz/exam
materials.
- Memory Aid Return: The memory aid is returned to the instructor along with the completed quiz/exam.
