Testing Accommodation Policies & Procedures
The American Osteopathic Association (AOA) Certifying Boards are committed to a policy of compliance with federal, state and local laws and regulations. Reasonable and appropriate accommodations are provided in accordance with the Americans with Disabilities Act (ADA) for individuals with documented disabilities, as well as to those requiring accommodations for use/availability of specific personal items, nursing/breastfeeding and/or related to religious observation.
Physicians who are eligible for examination may apply for accommodation using the Request for Testing Accommodation form approved by AOA’s Department of Certifying Board Services. Accommodation requests are accepted for individuals with documented disabilities, as well as for those requiring accommodation for use/availability of specific personal items, nursing/breastfeeding and/or related to religious observation.
Overview
The following information is provided for examinees/candidates, evaluators and others involved in documenting a request for accommodations. Individuals requesting accommodations are welcome to share these guidelines with their evaluator, treating professional and others so that appropriate documentation can be assembled to support the request. All supporting documentation must be prepared and furnished at the applicant’s expense.
Supporting documentation is necessary to determine what, if any, accommodations are appropriate for the individual in the examination setting and context. It is essential that supporting documentation provide a clear description of the reason for the accommodation request and a rationale for the requested accommodation that is relevant to the setting and context of the specific examination.
Instructions to request testing accommodation
All requests for accommodation must be submitted at least 90 days before the applicable examination.
- Review the requirements for requesting a testing accommodation.
- Gather any appropriate supporting documentation. This may include, but is not limited to:
- Verification of prior academic/test accommodations; relevant medical documentation, previous psychoeducational evaluations, etc.
- Reports and correspondence from professionals including treating physicians or religious leaders (for requests related to religious observation). All documentation must be typewritten on official letterhead, dated and signed by the professional. Handwritten or unsigned letters will not be accepted.
- Complete and submit your Request for Testing Accommodation form and supporting documentation. When submitting:
- Ensure that documents are legible (e.g., PDF files must be easily readable).
- Provide certified English translations of non-English documentation.
- Review documentation to ensure a complete submission. Incomplete documentation will delay processing of your request.
- The Certifying Board will acknowledge receipt of your request by email within three (3) business days of receiving your request. If you do not receive an acknowledgement within that timeframe, please contact the Certifying Board.
- Following review of the request, the Certifying Board will advise you that: (a) the requested accommodation has been granted, (b) the requested accommodation has been granted in part, (c) additional information is required or (d) the request has been denied.
Accommodation requests are accepted for individuals with documented disabilities, as well as for those requiring accommodation for use/availability of specific personal items, nursing/breastfeeding and/or related to religious observation. Testing accommodations that may be requested include but are not limited to:
- Extended testing time
- Additional break time
- Use/availability of specific items for personal or medical reasons
All accommodation requests must be submitted at least 90 days before the examination.
All submitted documentation is considered personal and confidential and is securely maintained. Access to such information is limited to those responsible for processing and reviewing the documentation to determine eligibility for testing accommodations. No information concerning a request for accommodations is released to a third party without a written request or consent from the individual, subject to any legal requirements to provide documents that the Certifying Board may have in its custody or control, and to the possible need to disclose such information to attorneys or other third parties in the event of any disputes relating to an accommodation decision.
Individuals with disabilities may request testing accommodations including, but not limited to, extended time, extended or additional breaks, availability of medical devices/supplies, food and drink. Individuals with documented disability may submit a Request for Testing Accommodation form along with supporting documentation. Additional break time will result in the overall examination period (seat time) being extended.
An individual with a disability is defined by the ADA as a person who has a physical or mental impairment that substantially limits one or more major life activities. Determination of whether an individual is substantially limited in functioning is based on an individualized assessment of the current impact of the identified impairment.
All accommodation requests must be submitted at least 90 days before the examination.
Nursing/breastfeeding individuals may test under standard conditions and request to use their breast pumps or nurse during authorized breaks. Requests are required to allow the Certifying Board to notify the testing vendor in advance.
Nursing/breastfeeding individuals may also choose to submit a Request for Testing Accommodation form to request additional break/standard testing time to use their breast pump or nurse. Additional documentation may be requested, including but not limited to a letter or documentation from a treating physician. Please note that additional break time will result in the overall examination period (seat time) being extended.
All accommodation requests, including requests for additional or extended breaks, must be submitted at least 90 days before the examination.
Individuals may submit a request for accommodation based on religious observation as outlined below. Additional documentation may be requested, including but not limited to, a letter or documentation from a religious official or house of worship.
- If your examination is administered on a day of the week or during a time period when your religion does not allow testing, you may request an alternate examination date.
- If your examination is administered during a period in which religious observation may make testing more difficult due to fasting or other observances, an accommodation request may be submitted to allow for the availability of specific foods or beverages.
- If your examination is administered for an extended period during which certain religious practices (e.g., prayer) may be required, an accommodation request may be submitted.
Please note that all written examinations are conducted remotely and do not require travel to a specific location or a testing center. Additionally, candidates may schedule their exam at any time during the exam administration period, and testing is available 24/7.
All accommodation requests, including requests for alternate testing dates, must be submitted at least 90 days before the examination.
Personal item exemptions may be granted to individuals requiring availability or use of items that are “non‐standard” during the examination. This may include food, water or medication, a special cushion and/or other medical devices. Additional PIEs may include medical devices which are attached to an individual’s body (insulin pump, catheter, colostomy bag, etc.), as well as service or emotional support animals.
Individuals with a medical need for specific items during the examination may submit a Request for Testing Accommodation form. Additional information and/or photographs of the item(s) may be requested as part of the approval process, in addition to a letter from the treating physician stating the nature of the condition and the reason the item is needed.
Please note any devices that have external communication capability such as cellular, wireless, Bluetooth, etc., require approval and may not be authorized in the secure examination room. Should you require devices of this type, please notify your Certifying Board as soon as possible. Additionally, all devices must be kept in “silent” mode during the examination, and you may not look at nor interact with the device(s) while testing.
All accommodation requests, including requests for Personal Item Exceptions (PIEs), must be submitted at least 90 days before the examination.
For written and oral examinations completed online, the following items are permitted in the secure examination room during the examination unless otherwise stipulated by your Certifying Board. Please note that during some exams (including in-person practical exams) some items may not be permitted.
To mitigate any issues during the check-in process or examination, please email the Certifying Board to confirm your use of these items in advance of your examination date.
- Communication aids (e.g., hearing aid/cochlear implant without Bluetooth/wireless enabled, vocal cord magnifiers): Wired headphones may be used during the examination but may require additional review during the exam check-in process.
- Mobility devices (e.g., cane, crutches, walker, wheelchair): may be available for use during breaks during the exam.
- Religious garments (e.g., hats, turbans, hijabs, scarves and yarmulkes): Removal of religious garments during the exam check-in process may be required, but they may be replaced following check-in. Please review specific Certifying Board policies related to hats/head coverings for in-person practical exams and consult your Certifying Board with any questions.
- Religious objects/jewelry (e.g., Rosary beads, Kabbalah and Kara bracelets): Please review specific Certifying Board policies related to jewelry for in-person Practical exams and consult your Certifying Board with any questions.
- Water: All water must be in a clear or transparent container. All labels must be removed, and the container will be inspected.
Should you experience an emergent life event that prevents you from completing your examination as scheduled, please contact the Board Office as soon as possible. Examples of emergent issues include, but are not limited to:
- Extreme injury or illness
- Childbirth/labor (early labor)
- Death or extreme illness of a close family member
Requests due to emergent issues will be reviewed by the Certifying Board and an update provided as soon as one is available.