Additional Processes and Procedures

Accommodation Review Process (Level One)

The following process is used to approve or deny accommodations:

The student requests an accommodation during their plan meeting with the Access Office.
The Access Office staff will review the request and will grant or deny the accommodation.
If Access Office staff denies an accommodation, an alternative accommodation will be proposed that could meet the student’s needs.
Accommodations will be denied if…
- The accommodations requested do not meet the student’s need related to their documented disability.
- They cause a fundamental alteration to a core component of a course or program.
- They cause undue financial hardship on the institution.
The student can accept or not accept the Access Office’s decision.
If student does not accept the decision of the Access Office, they can begin the Level 2 review.

Steps for Students If Approved Accommodations Are Not Granted

Students should first contact the instructor and discuss the accommodation request.
If there is no resolution they should contact the Access Office by phone, email, or in person to discuss the issue.
The Access Office staff will contact the instructor and/or set up a meeting regarding the situation.
At the meeting, the Access Office staff will discuss the accommodation with the instructor and inquire about the reasons for denial. The instructor should be prepared to verbalize the reasons and the Access Office will be prepared to evaluate what is required by disability law in regard to accommodations.
If a consensus can be reached at this meeting that is amicable with the student and the instructor, then the decision reached will be recorded in writing and given to both the instructor and the student.
If a consensus is not reached at this meeting, the student, the instructor, or the Director of Access Services can write a letter requesting a Level 2 review.

Accommodation Review Process (Level Two)

A Level 2 accommodation review can be initiated by a student, faculty member, or the Director of Access and ADA Services.

The Level 2 accommodation review may be initiated when a student’s requested accommodation has been denied by the Access Office staff.
The Level 2 accommodation review may also be initiated by the Director of Access and ADA Services when an instructor believes that an approved accommodation could cause a fundamental alteration to the core components of their course.
The Level 2 accommodation review can be initiated by an instructor if they believe an accommodation assigned by the Access Office and requested by a student causes a fundamental alteration to their course.

How to Begin the Level 2 Process

Student Initiated Level 2 Review: The student can begin this process by writing a letter to the Dean of Student Affairs and Enrollment Management and the Director of Access and ADA Services. The letter should state the requested accommodation and the reasons it is being requested, and why the student is in disagreement with the denial of the accommodation and proposal of the alternative accommodation.
Instructor Initiated Level 2 Review: If an instructor believes that an accommodation that is requested by a student and approved through the Access Office poses a fundamental alteration to their course, they should contact Access Office staff immediately to discuss the accommodation. Instructors should not tell students that they cannot allow an accommodation before speaking with the Access Office staff. The Access Office staff will discuss the concerns with the instructor and assist the instructor and student with developing possible solutions to the problem. If a solution cannot be reached, the instructor can initiate a Level 2 accommodation review. The instructor can initiate this process by writing a letter or email to the Director of Access and ADA Services and the Dean of Student Affairs and Enrollment Management.
This letter should explain the reason they do not agree with the Access Office's decision regarding an accommodation and should also explain the fundamental core components of their course.
Access Office Initiated Level 2 Review: The Director of Access and ADA Services can initiate a Level 2 review when a decision cannot be reached regarding the use of an accommodation. The Director will initiate this process by sending an email to the Dean of Student Affairs and Enrollment Management explaining the situation and requesting a Level 2 review.

The Level 2 Process

After receiving letters from the student, instructor, and/or Director of Access and ADA Services, the Dean of Student Affairs and Enrollment Management will form a committee to evaluate the accommodation request. The committee will include an Access Office representative, an instructor who is knowledgeable of the subject area, and a Dean (or representative of the Dean), who is knowledgeable about the requirements of the program of study.
The accommodation reconsideration committee will review the request, gather information from the student, instructor, and Access Office in order to fully understand the situation. They will evaluate the accommodation, the fundamental components of the course/program of study, the student’s individual limitations and needs, and the latest research or current information regarding the particular disability and associated reasonable accommodations. This team will work together to meet the student’s needs, ensure the fundamentals of the course are not compromised, and maintain compliance with the Americans with Disabilities Act and Section 504 requirement.