The Hub - How to approve/edit testing appointment

Everything below happens in The Hub under Home → Testing Appointments.

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1. Find Requests That Need Your Review

1. Sign in to The Hub and go to the Testing Appointments tab on the Home page.
2. Click the Needs review tile. Each card is one request waiting for your decision.

Tip: The Teaching card on the Home tab also shows how many requests need your review. Click the count to jump straight here.

Each request card shows:

• The student's name, photo, and Banner ID
• The course and test type
• The requested date and time, and how long the test is
• The reason for the request (for example, Testing Accommodations or Makeup Exam)
• OAR accommodation(s): shown when the student has active testing accommodations for that term. Hover over the chip to see the list.
• Verified notices: for make-up requests. Click the chip to see the student's verified absences and health notices, so you can check them against the test date.
• Also sent to …: shown when the course has co-instructors. Any of you can act on the request; once one of you approves or declines it, it's handled for everyone.

Guidelines: Students should request testing at least 48 hours in advance (not counting weekends) and talk to you before requesting. As the instructor of record, you may decline a request if either of these wasn't done.

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2. Approve a Request

1. On the request card, click Review & Approve.
2. Check the request details at the top: course, instructor(s), and Student requested (the date and time the student asked for).
3. If the student has OAR testing accommodations, a blue box shows them: "For your info: this student has OAR testing accommodations", followed by the list and any OAR note. Use it when you choose the allowed items. You don't need to enter the accommodations yourself; the Testing Center applies them.
4. Under Schedule, confirm or change:
   • Test Type
   • Test Date: can't be in the past or more than 120 days ahead, and the Testing Center must be open that day.
   • Start Time and End Time: must fall within the Testing Center hours shown under the date. During finals week, you pick from fixed start times.
5. Under Test Format, choose one:
   • Paper test, requires drop-off
   • Online test: choose whether the student may use a personal computer or needs a Testing Center computer, and add a Pass Code if the test has one.
   • Hybrid test: part paper, part computer. Enter how many minutes each portion takes.
6. Under Require pick-up?, choose whether you'll pick up a physical copy when the test is done.
7. Under Allowed Items, select every item the student may use (writing utensils and blank paper are selected by default). Add anything else under Additional allowed items. Be specific, for example the type of calculator or the size of a formula sheet. The student and the Testing Center both see this list.
8. Optionally, add Notes for the testing center. The student doesn't see these.
9. Click Approve.

What happens next

• The student gets a confirmation email with the date, time, and allowed items, plus a calendar invite. You (and any co-instructors) are copied.
• If you changed the date or time from what the student requested, the email tells the student: "Please note: this is different from the time you requested (…)", showing the original request. The Testing Center can also see that it was approved at a different time than requested.
• The test moves to the Upcoming list.
• For a paper or hybrid test, drop off the paper copy at the Testing Center before the test. The Upcoming list reminds you of tests that still need to be delivered. You can drop off a hard copy yourself, send a delegate, or order copies from the Florida Tech Copy Center at least 24 hours ahead.

If you can't find a time that fits within the Testing Center hours, choose another date or contact the Testing Center.

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3. Decline a Request

1. On the request card, click Decline.
2. Enter the Reason for rejection. The student sees this reason in their email.
3. Click Submit.

Declined requests appear under the Declined tile, with the reason you gave.

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4. Edit an Approved Test

You can change a test after it's approved, as long as it hasn't started yet and the test date is today or later.

1. Click the Upcoming tile.
2. Find the test and click the ✏️ Edit icon. If there's no Edit icon, the test has already started or passed. Contact the Testing Center instead.
3. If the student has OAR testing accommodations, the same blue "For your info" box appears at the top.
4. Change what you need:
   • Test Type, Test Date, Start Time, End Time
   • Test Format (and computer access, pass code, or hybrid minutes)
   • Require pick-up?
   • Allowed Items
   • Notes
5. Click Save.

Rules for changing the date or time

• A new date or time must fit within the Testing Center hours and can't fall on a day the center is closed. You can still change other details (like allowed items) without these checks if the date and time stay the same.
• The test can't overlap another approved test the student already has that day.

What happens next

• The student gets an updated appointment email with the new details and a new calendar invite. You (and any co-instructors) are copied. The email says who made the change.
• The test shows Last updated by with your name. Click the ⓘ Details icon on the test to see it. The Testing Center keeps a full history of every change.
• If you changed a paper test's date, make sure the paper copy still reaches the Testing Center in time.

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5. Quick Answers

I approved a request, but the student says the time is wrong. Open Upcoming, click ✏️ Edit, fix the date or time, and click Save. The student gets an updated email.

I want a time outside the Testing Center hours. Instructors can't schedule outside the Testing Center hours. Contact the Testing Center; staff can make an exception.

A request disappeared from Needs review. A co-instructor may have approved or declined it, or the requested date has passed. Check Upcoming and Declined.

The student has accommodations, but I don't see the blue box. The box shows only active OAR testing accommodations for the term that covers the test date. Refer the student to Accessibility Resources if something is missing.

I need to cancel an approved test. Contact the Testing Center.