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Requesting and Receiving Accommodations

Examples of Academic Accommodations

(Note: not all students are entitled all these accommodations)

  • Permission to record lecture or lab: It is the student's responsibility to provide their own tape recorder and tapes. In some classroom situations, such as nursing classes where specific patients may be discussed (although we understand patients should not be identified), the need for confidentiality may take precedence over this accommodation. When this occurs the Coordinator for DSS may work with the professor to find another accommodation that gives the student access to the material. If there is any concern about the need for confidentiality, the student and/or professor should contact the Coordinator for DSS to discuss the situation.
  • Notetaker: Students should be able to find their own notetaker by asking someone in the class they already know. On occasion, students may need assistance with locating a notetaker. If this should happen, the student may contact their professor for help. The professor can help the student by making an announcement at the beginning of class asking for a volunteer. To help keep the student's disability confidential, the professor should not announce the student's name to the entire class. Instead, the professor should encourage the student with a disability to contact the volunteer notetaker after class to arrange the exchange of notes. Volunteer notetakers can make copies of their notes or obtain NCR paper in the DSS office. If there is a problem with the accuracy of the notes, notetaking style, or inconsistent notes, the student should first contact the notetaker to explain the issue so they can come to a resolution. If the problem continues, the student can contact the professor or the Coordinator for DSS.
  • Assignments and handouts in alternative format: Students may need printed materials in alternative format in order to access the material. Alternative format may include enlarged print, Braille or documents on disk. Students should contact their professors in the first two weeks of the quarter if they will need this accommodation. Whenever possible, the professor should put the information into the format requested. The DSS office can help transfer materials to other formats as needed. Materials should be brought to the DSS office at least three days in advance for a four to six page document (larger documents will require more advanced notice).
  • Study guide or lecture outline: Students with this accommodation should notify their professor to request this accommodation. Whenever possible, the professor should give the student a study guide or lecture outline prior to the beginning of each class session. Not all professors use study guides or lecture outlines. When these are not available the student can request a notetaker instead.
  • Test-taking Accommodations: For testing accommodations, professors may need to identify a location for the student to take the exam. The DSS office has limited space for students to take tests if no other location is available. Students taking tests in the DSS office should not be allowed to bring any personal items into the testing room, except as permitted by the professor or as otherwise permitted. If scratch paper is need for the exam, the DSS office proctor should provide it. Students are responsible for bringing their own blue book or scantron when needed. Any other materials allowed during the exam must be identified by the professor on the Exam Accommodation Form. Because students may not have the opportunity to ask clarifying questions of the professor, the student may write a brief explanation of how they understood the question so the professor may have a better understanding of the point of view of the answer. Tests should be delivered to the DSS office prior to the exam time so the student does not have to go to the classroom to get it. This may help keep the student's disability confidential.

The DSS office has limited testing locations. It is the student's responsibility to let the professor and the DSS office know when they will be taking exams in the DSS office. Students should sign up with DSS for a test at least one week ahead of time to help ensure space is available and give the Exam Accommodation Form to their professor at least three days before the exam. Generally, the test should be taken during the normal class time. If the DSS office testing locations are full, then arrangements should be made with the professor's permission to give the student the exam during another time or at another location.

  • Extra time on exams: Extra time does not mean unlimited time. For most students extra time may be one and a half times the normal allotted time.
  • Quiet Location: Some students with disabilities need a quiet location for exams to reduce distractions.
  • Readers for exams: The reader will read only what is written on the exam and are not to offer clarification. To request a reader during the exam, the DSS office must be notified at least one week in advance.
  • Scribes for exams: Scribes are to write accurately what the student dictates and are not to offer clarification. To request a scribe during the exam, the DSS office must be notified at least one week in advance.
  • Computer for exams: Some students may need to use a computer due to physical limitations impacting writing or other disabilities. The DSS office has computers available for testing purposes. To request the use of a computer for an exam, the DSS office must be notified at least one week in advance.
  • Exams in Alternative Format: Alternative formats may include oral, multiple choice, or essay exams that differ from the exam given to the rest of the class. Documentation should be provided to support the need for an alternative testing format, and this should be discussed with the professor. If the professor can demonstrate that the alternative format considerably changes the nature of the course, then the professor has the right to refuse to provide such an accommodation. Students should contact DSS as soon as possible if they want to request an alternate format. Discussion of changes to alternative formats should begin as soon as possible, but in no event later than the second week of the quarter. Discussions should include the professor, student, and Coordinator for DSS.

Interpreting/Captioning Services: The University has made a commitment to provide high quality interpreting/captioning in the classroom for its students whenever reasonably possible. When students are required to attend a lecture/program that is supplemental to the class and part of the grade, interpreters/captioners are provided by DSS. It is imperative that students adhere to the following procedures to assure the timeliness and quality of services:

Student Responsibility

  • All students receiving interpreting/captioning services are required to have a documented hearing loss on file with DSS.
  • The student's quarter course schedules need to be given to the DSS office at least four weeks prior to the first day of classes (or earlier if possible) to assure that interpreters/captioners will be available at the first class.
  • Room/Time Changes: The DSS office must be notified of any changes that differ from the student's scheduled class locations and times as soon as the student is aware of the changes.
  • Student cancellations must be called in or emailed by the student to the Coordinator for DSS (and interpreter/captioner if possible) as soon as the student is aware of the need to cancel.
  • Instructor Cancellations: When a class has been cancelled by the instructor, students are responsible for notifying the Coordinator for DSS (and interpreter/captioner if possible) as soon as possible.
  • No show: Students must notify the Coordinator for DSS as soon as possible as to the reason for the failure to cancel an interpreter/captioner when not attending class. Students may be subject to suspension of interpreting/captioning services when the no-show behavior occurs the second time in a quarter unless the student can demonstrate a good cause for the failure to provide the required notice.
  • Tardiness: Students are expected to show up on time to class. Interpreters/captioners are required to wait 20 minutes for a 50-minute class and 30 minutes for all other classes.
  • Supplemental Interpreting/Captioning: If students need additional interpreting/captioning time for a meeting with the instructor, group assignments, or to attend a co-curricular event as assigned by the instructor, a special and timely request must be made to the Coordinator for DSS.
  • Short notice: Requests made with short notice may impede the ability to provide services.

Interpreter/Captioner Responsibility

  • Interpreters/captioners must adhere to the standards of their certification and their field.
  • Tardiness: When the student(s) are late, the interpreters/captioners are required to wait 20 minutes for a 50-minute class and 30 minutes for all other classes.
  • Interpreters/captioners will report the student's no-shows or consistent tardiness to the Coordinator for DSS.
  • Interpreters/captioners will arrange for a substitute in the event of an inability to attend class.
  • If a problem arises between the interpreter/captioner and any persons involved in an assignment (student, teacher or other students), the interpreter should first discuss it with the persons involved. If no resolution can be reached, the Coordinator for DSS should be contacted.
  • The interpreter/captioner should contact the Coordinator for DSS as soon as possible if he/she desires a textbook. Textbooks can usually be borrowed from the bookstore at no cost for a limited time unless there is damage or loss.

Adapted from Hill, 2000, 7:4-5

Assistive Listening Devices: An Assistive Listening Device works as a personal amplifier. Students who need an Assistive Listening Device can check one out from the DSS office for the needed amount of time. It is the student's responsibility to return the Assistive Listening Device in working condition. Professors or speakers will need to wear a lapel microphone that will transmit their voice to the student's headset. Information on how to use the Assistive Listening Device can be obtained from the DSS office.

Absences/Incompletes/Retroactive Withdrawals: Excessive absences due to a disability may not necessarily be accommodated and requests for absences from class should be considered on an individual basis. The course syllabus should outline expectations and assignments with due dates so the student has notification of expected course work and can work on assignments well in advance. The student should be aware of the potential adverse impact absences may have on learning the material and on course completion. If a proportion of the grade is dependent on classroom participation or attendance, and the student has or may have too many absences, then the student should contact the professor to explore what accommodations (if any) might be possible. It is the student's responsibility to obtain any missed lecture or other information if not in class. The professor may want to work with the student to make reasonable due date adjustments for assignments with short turn around time, such as assignments given that day in class and due the following day. If at all possible, the student should plan ahead and attempt to address the issue of absences before any absences occurs.

The University's academic policy regarding withdrawals and incompletes should be followed. If a student has gained the major portion of the information disseminated to the class and has failed to complete a final exam, project or paper due to mitigating circumstances, the professor can choose to give that person an incomplete. The Coordinator for DSS may act as liaison as needed. If the condition is such that it may not be possible to complete the coursework in one year, the Coordinator may encourage the student to petition a withdrawal from the course so the student's GPA will not be penalized by an incomplete becoming an E. Dependent upon the student's financial aid, an incomplete could affect the financial aid for the upcoming quarter or year. Please refer to the satisfactory progress policy in the University catalog for information on financial aid.

Retroactive withdrawals are considered by a petition committee in Student Academic Services. If deemed appropriate, the Coordinator for DSS may provide a letter of support for the petition. Students may also petition for refund of tuition/fees. All petitions regarding tuition refunds are considered by the Student Financial Services Committee. Room and board refunds are handled by University Services. Again, if circumstances warrant it, the Coordinator for DSS may recommend the refund; however, the committees make the final determination.

Relocation of Classes: Because not all classrooms are wheelchair accessible, the Coordinator for DSS should work with the University's room scheduler two weeks prior to a new quarter to relocate classes for students who need wheelchair accessibility or have other mobility difficulties that require a class be relocated. This should help ensure that the student has access to his/her program. Students who have temporary disabilities that make mobility difficult may also need classes relocated. If a student has special mobility needs, they should contact the Coordinator for DSS at least four weeks prior to the start of a quarter to make an accommodation request.

Books in Alternative Format: It is the student's responsibility to notify the Coordinator for DSS when they will need books in alternative format. Requests should be made at least four weeks before a quarter begins to give the DSS office enough time to order materials or assign readings. Because reading assignments do not always follow the order in the book, readings of textbooks (except when ordered through Recordings for the Blind and Dyslexic (RFBD) or other talking book libraries) will not be started until the DSS office receives a syllabus or reading schedule from the student. Students must give the DSS office a copy of their syllabus in the first week of the quarter (or sooner if possible) to make sure readings are done in the correct sequence. Requests that are made after the quarter begins will start with the readings for the following week. Readings may be slightly behind until the reader/transcriber has time to catch up.

  • Books on Tape: Books on tape may be needed for a student to gain access to the reading material. Whenever possible, books may be ordered through RFBD or other talking book libraries. When books are not readily available through RFBD, the DSS office may hire and train students to record books on tape.
  • Books in Braille: Books in Braille may either be borrowed through Braille libraries or translated into Braille at the University. This may also be a needed accommodation for classroom handouts or exams. Students should discuss these needs with their professors. Professors should then send electronic (whenever possible) or hard copies of the materials to the Coordinator for DSS at least three days in advance for a four to six page document (larger documents will require more advance notice).
  • Electronic Books: With the increase in technology and reading software the option to receive books in electronic format may be explored based on the student's needs and available electronic books.

Technology Accommodations: The University recognizes that having accessible computers for doing research, accessing the internet and writing papers may be crucial to a student's learning. There are three computers on campus that have adaptive technology. At present, the computer in the computer lab on the lower level of the library has JAWS for Windows (4.0) and Arkenstone Openbook (5.0). One computer in the DSS office has Dragon Naturally Speaking (4.0) and Zoom Text (7.0). Another computer in the DSS office has Arkenstone Openbook (5.0), Kurzweil 3000 (6.0) and Zoom Text (7.0). Students are expected to have their own headphones when using this software. Use on all these computers is currently on a first come basis. If the need should arise, a sign up sheet may be used.

Priority Registration: Students may receive priority registration so the DSS office has time to arrange accommodations, such as interpreters or books in alternative format. Priority registration is keyed into the Banner system by the Coordinator for DSS. Students should be notified of their registration times every quarter through an email from the registration office. Students may also check their registration time on Banner. It is the student's responsibility to make sure no holds are in place that would keep them from registering and should register as early as possible. If a student does not register early, services and accommodations may be delayed.

Foreign Language Substitutions: When a student has a disability that impacts the student's language acquisition, the possibility of a foreign language substitution may be explored. The substitution courses cannot count for another General Education category and must be taken from the approved list. The procedures for substitution course approvals are included on the Foreign Language Substitution Form.

Overseas Programs: Unless required by law, accommodations may not be provided for overseas programs. However, a student with a disability may still apply to participate in overseas programs. Participation should be evaluated on a case-by-case basis. When a student with a disability cannot participate in an overseas program that is a part of his/her academic program or major requirement, the Coordinator for DSS may work with the faculty of the academic program or major to determine if alterations can be made to the program or major that do not substantially alter the program or major.

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