Operating Standards of the Learning Support Service

Mission of the Service

« To provide fair and structured support enabling each student to reach their full academic potential while respecting the standards of the Canadian Armed Forces. »

Operating Standards

These standards are based on best practices in place at post-secondary educational institutions in Quebec and best practices of the Department of National Defence (DND). They aim to:

  • properly plan examinations
  • ensure the availability of supervisory staff
  • provide alternative facilities in the case of overcapacity
  • foster accountability among future officers
  • respect the rights and obligations outlined in the Defence Administrative Orders and Directives (DAOD) 5516-5 Learning Disability Accommodation during Recruiting, Training and Education and 5015-0 Workplace Accommodation

Role of the Staff

The staff of the Learning Support Service is responsible for:

  • providing confidential and professional support
  • assessing needs and issuing accommodation plans
  • managing the logistics of adapted examinations (facilities, supervision, timing)
  • collaborating with teaching staff

Confidentiality

All sensitive information shared within the scope of the service is treated confidentially, in accordance with internal policies and legal obligations. Consent for information disclosure must be given for confidential information to be shared. Some information is shared only with the individuals concerned, based on the "need-to-know" principle. Although this information is not strictly confidential, it involves important personal aspects; therefore, it is essential to handle it with discretion and respect to preserve the integrity of those concerned and to prevent any prejudice.

Appointment Requests

For all appointment requests, modifications, or cancellations, please write to: +CMRSJ-CEP-PEC@cmrsj-rmcsj.ca

  • Requests must be submitted at least 5 business days in advance.
  • Each student is responsible for checking their EDUNET email (firstname.lastname@cmrsj-rmcsj.ca) daily and responding within 48 hours.

Validity of Accommodation Plans

Only accommodation plans issued by the Learning Support Service of the Pedagogical Expertise Cell (PEC) are recognized.

  • A meeting is mandatory to obtain a plan.
  • Any student who believes they need accommodation must book an appointment with the Learning Support Specialist to assess their situation and determine the steps to follow.
  • The plan must be renewed each semester. Therefore, the student must schedule a new appointment at the beginning of each semester to renew their plan.
  • Any changes in schedule or teaching staff during the semester must be promptly communicated to the PEC to make necessary adjustments to the plan.

Procedures for Exams with Accommodation

Exams in PEC Facilities

Any student with a valid accommodation plan typically takes their exams in the supervised facilities of the PEC. However, the teaching staff may personally implement and supervise the evaluations of students with an accommodation plan.

  • Access to the facilities is permitted 15 minutes before the exam.
  • A delay of less than 30 minutes allows the student to take the exam without extension.
  • A delay of more than 30 minutes is considered an absence. The exam cannot be taken at the PEC.

Submission of Exams by Teaching Staff

Teaching staff must send digital copies of exams to the PEC at least 2 working days in advance.

Absences and Unforeseen Events

In case of illness or unforeseen circumstances, the student must inform the PEC as soon as possible. Justification may be requested by the chain of command and the medical team, if necessary.

Reserving a Place in the Exam Room

In-Semester Exams (Weeks 1 to 15)

Any student wishing to avail themselves of their accommodation during an exam must reserve their place at least 5 working days before the exam date by writing to +CMRSJ-CEP-PEC@cmrsj-rmcsj.ca.

The email must include:

  • The course name
  • The exam date and time
  • The standard exam duration

Only complete requests received within the deadlines will be processed.

Requests made outside the deadlines will be forwarded to the teaching staff, who will decide whether to supervise the accommodation measures.

Example of Reservation Email

Subject: Room Reservation – Exam on March 20 – FRA302

Hello,

I would like to reserve a place for the FRA302 Grandes lectures classiques exam, scheduled for March 20 at 1:00 PM.

Standard exam duration: 2 hours.

Thank you,

OCdt Tremblay

Final Exams

Preuniversity Program (Preparatory and First Year)

  • The PEC automatically schedules final exams for all students with a valid plan.
  • To not take a final exam at the PEC, the student must inform the service at least 5 working days in advance.

University Program (Second to Fourth Year)

  • For all exams, reservations must be made at least 5 working days in advance.

Supplemental Evaluations

For a supplemental evaluation authorized by the Registrar’s Office, the PEC automatically schedules the exam in its facilities.

If a student does not wish to take their supplemental exam at the PEC, they must inform the PEC, the Registrar’s Office, and the teaching staff at least 1 hour before the scheduled time of the evaluation, either by email or in person..

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