Memory Aid (in person only)

Updated August 2023

A memory aid accommodation refers to information that students, whose memory retrieval is impaired, are permitted to bring and use during an in person test/exam/quiz. Students with a memory aid accommodation have provided a medically documented need for a memory aid to compensate for significant memory processing deficits, such as sequencing, working memory or long-term memory retrieval. Not all students registered with SAS have a memory aid accommodation; Students can refer to their accommodation letter for confirmation of their accommodations.

A memory aid is not a replacement for studying, copies of notes, an answer sheet or essential concepts that the student is being assessed on.

There are three types of memory aids; word lists, formula sheets, and fact sheets. A student may be provided with one or all as an accommodation.

Accommodation Wording Example: Memory Aid: Pre-approved word list, fact sheet, and formula sheet; Student to discuss with Prof at the beginning of the term the expectations of the memory aid. Memory Aid to be submitted for approval to Prof a minimum of 10 days prior to test/exam/quiz. Signed Memory Aid to be provided to SAS by students. Memory Aid will be submitted to Prof with completed test/exam/quiz.

Fact sheet and/or word list: A document containing information that serves as “triggers” to help a student’s recollection of previously learned information, for example could include acronyms, abbreviations, diagrams, tables, charts, category headings, lists of steps in a procedure, key terms and/or names. Full definitions and/or memory banks are not permitted. 

Formula sheet: A document containing formulae. 

  • Formulae refers to a set of rules or principles that are expressed using symbols, figures, or both. 

  • Students are permitted a formula sheet only on test/exam/quizzes that assess students on their application, as opposed to recollection, of formula.
  • Solved equations are not permitted. 

Memory Aid Guidelines

Students must review and adhere to the Guidelines for the Use of a Memory Aid Accommodation.

  • Students are responsible for meeting with the instructor at the start of the semester to review how this accommodation may be supported and are responsible for developing the memory aid and submitting it for the professor's review and approval 10 days prior to the assessment date. Timelines for memory aid submission can be impacted by multiple factors including: condensed nature of course timelines (Spring/Summer courses), integrity concerns, etc.
  • SAS provides an email template for students to use in order to contact their instructor about using a memory aid in their course. We recommend that you CC your SAS Advisor in your communication with the instructor. Download the template here or click below.
Memory Aid Instructor Email Template

Memory Aid Template Email 

(Please copy, paste, and adjust accordingly & include SAS Advisor in the email)

To: (Instructor)

CC: (Your SAS Advisor)

Subject: Memory Aid Accommodation Request for Meeting ( Course Code Section) (Assignment Name)

 

Hello (Prof. Name),

My name is (name) and my student number is (student number). I am in your (course, number, section/ex. BIOL 2210 FA) class. As per my accommodation letter emailed to you by Student Accessibility Services (SAS) I have the accommodation of Use of a Memory Aid. Please see my accommodation letter for the specific wording of my accommodation which indicates the parameters of the memory aid.

As per the guidelines for the use of this accommodation set by Student Accessibility Services, I am contacting you to organize a meeting to review how this accommodation may be supported with the understanding that the creation of a memory aid will require significant collaboration with you.

-          In the meeting I would like to discuss what type of content you will allow on a memory aid as it relates to my accommodation.

-          I understand that it is my responsibility to work with you to create an agreeable memory aid and provide you with the finished memory aid for your approval 10 days prior to the assessment date (test/exam/quiz).

Should you have any questions or concerns regarding Memory Aids, SAS has provided a Faculty webpage on Memory Aids for you to utilize. Please do not hesitate to contact my SAS Advisor, cc’d on this email.

I look forward to hearing from you with a time that we can meet.

Thank you, 

(Student Name)

Instructors have the right to not approve the use of a memory aid if:

  • There is any risk to academic integrity.
  • If information on the aid/formula sheet is determined to be an essential course requirement, it should not be allowed. Essential course requirements include the “knowledge and skills that must be acquired or demonstrated in order for a student to successfully meet the learning objectives of the course” (Oakley, Parsons & Wideman, 2012).
  • The memory aid was not submitted to the Instructor allowing for sufficient time for review.

To have a memory aid approved students can:

  • Bring the physical memory aid document to the instructor 10 days prior to the test/exam/quiz and have them sign it. The document can then be provided to SAS either by the instructor with the test/exam/quiz or by the student who can bring with them to the test/exam/quiz.
  • Email the memory aid to the instructor 10 days prior to the test/exam/quiz, cc'ing your SAS Advisor. The instructor can email SAS their approval. SAS will print the memory aid and provide it to the student at the time of the test/exam/quiz.
  • Timelines can be impacted by multiple factors including: condensed nature of course timelines (Spring/Summer courses), integrity concerns, etc. If students have concerns about submitting a memory aid they should contact their SAS Advisor and their instructor to determine a plan for submission and approval.

NOTE: SAS will ensure that the memory aid has been approved by the instructor. Students are required to submit the memory aid with the completed test/exam/quiz paper to be returned to the instructor for review.

If instructors have any questions or concerns regarding academic integrity related to a memory aid please contact the SAS office.