Accommodation Letter Procedure

Students are approved for a general list of accommodations based solely on their supporting documentation. The actual use of accommodations in courses is determined on a case-base-case basis. Instructors should contact students to communicate how accommodations will be implemented, if needed. Instructors must consult with the DRO when they believe an approved accommodation may alter the essential requirements or educational outcomes of the course. Students should immediately contact the DRO if an instructor refuses to provide an approved accommodation or if they feel they are not being accommodated appropriately.

Primary Faculty/Instructor Responsibilities include:

  • Log in to the DRO portal to review letters. The accommodation letter provides a list of general approved accommodations;
  • Assess the course design in regard to the student’s need for accommodations (What is essential? Where might flexibility exist?);
  • Contact the DRO Access Consultant if you believe an accommodation in the letter is not reasonable. “Reasonable” does not mean philosophical reasoning or what seems fair to other students. “Reasonable” means anything necessary to ensure the equal opportunity to participation in the program and/or to best ensure valid examination results.  Accommodations should not lower academic standards or change essential requirements of the course objectives.  All denials of an accommodation must be communicated from the DRO to the student;
  • Coordinate with the student about implementing reasonable accommodations when an accommodation letter is received;
  • Consult with the DRO when concern exists about when students make late requests or a specific accommodation request;
  • Be respectful toward the student’s situation and be available to speak with the student about accommodations for one’s course;
  • Be prudent with regard to whom information is shared. While the DRO may be contacted at any time to discuss this matter, information with others should only be shared on an educationally need to know basis. Casual conversation with other instructors, including within department, may influence (perhaps adversely) future student-instructor interactions;
  • Refer students to the DRO when they make an accommodation request that is not listed on this letter, as the DRO only supports requests specifically listed.
  • Set up proctoring (if student should utilize testing accommodations at the DRO.