Student ACCESSIBILITY Services

Student Accessibility Services Policy & Procedure Manual

Procedures for Requesting Accommodations

It is the student’s responsibility to disclose a disability and to provide documentation that supports the need for accommodations based on the functional impact of the disability.

The steps to apply for disability-related services are as follows:

Step 1:

• Review the University Student Accessibility Services Policy and Procedure Manual.

Step 2:

• Complete the Student Accessibility Services Intake Form and upload the required supporting provider form.
• If you would like to submit any other documentation of previously approved accommodations and/or medical documentation you feel would help us to better understand your needs, please use the Student Accessibility Services Medical Documentation link to upload additional documentation.

Step 3:

• Medical documentation is required to verify the disability and its functional impact. Documentation should come from a qualified professional familiar with the student’s condition. While current treatment providers are preferred, documentation from past evaluations or professionals with relevant expertise will also be considered.
• Students may also submit prior IEP or 504 Plans, psychoeducational evaluations, letters from licensed professionals, and documentation of previous accommodations. The Accessibility Office considers all documentation that provides relevant information about the student’s condition and functional impact.
• What is considered “current” varies and may range from many years for a chronic medical condition to a few months for certain psychological disorders.
• Students are responsible for confirming or updating their accommodation needs annually. For permanent disabilities, this does not require resubmitting documentation unless there is a significant change in condition or requested accommodations.
• Students with permanent or long-standing disabilities are not required to resubmit medical documentation each academic year unless there is a significant change in their condition or in the nature of the accommodations requested. Approved accommodations remain in effect and can be renewed annually through a confirmation process.
• For conditions that are temporary, episodic, or expected to change over time, students may be asked to have their provider complete an updated verification form every two years to ensure that the accommodations remain appropriate and responsive to their current needs.
• In rare cases where the existing documentation does not provide sufficient information to determine eligibility or support a specific accommodation, the Accessibility Office may request clarification or additional documentation. However, students will not be asked to undergo new evaluations.
• Each academic year, the Accessibility Office will reach out to students to provide them with an opportunity to renew, modify, or update their approved accommodations as needed.
• Any costs incurred in obtaining documentation, or any additional information requested from the student’s treatment provider, are the responsibility of the student.
• Accommodations may be made only after a student submits the appropriate documentation for review. Each request is considered on an individual basis, and any approved accommodations are based on the interactive process, which includes the committee’s review of the request, the specific disability, and the documentation provided by the student in support of the request.
• All documentation regarding accommodations is collected through NEOMED’s Maxient Portal Links, insuring an elevated level of confidentiality of medical documents and personal statements. Any personal information sent via email or delivered in person will not be accepted.

Step 4:

• Schedule an Intake Meeting with the Accessibility Office to discuss your accommodation request and feasible options. Through a collaborative and interactive process with students, the Accessibility Specialist will determine the need for disability accommodations and that it is adequately documented knowing that the Committee may request additional documentation. The Accessibility Specialist may need to consult with university faculty and staff about a request, while maintaining student anonymity.

Step 5:

• Accommodation decisions are made through an individualized, interactive process led by the Accessibility Specialist. The Accessibility Specialist does consult with the Committee for additional input. Final determinations reflect both the functional impact of the disability and the collaborative nature of the process. Accommodation decisions are typically made within 2–3 weeks of receiving complete documentation.
• Students may be invited to attend a committee meeting should the Committee have any questions about the stated disability or requested accommodation. Students are not permitted to bring legal counsel to the meeting with the Committee.
• If existing documentation does not provide sufficient information to support a request, the Accessibility Office may request clarification or additional details. Students will not be asked to undergo new evaluations unless there is a documented change in their condition, or the existing documentation does not provide sufficient information to determine eligibility or support the requested accommodations. In those cases, the Committee may grant temporary accommodations until it obtains the additional information being requested. Committee meetings are confidential, and Committee members are expected to review all individual student information available to them when considering a student’s accommodation request.
• Additional information may be requested from students to address the following:
  • Insufficient information
  • Incomplete application (e.g., no diagnosis or signatures)
  • The provider completing the documentation has a conflict of interest with the student. (e.g., relative of the student)
  • Inappropriate professional making the diagnosis (i.e., credentials must include licensure associated with that of a qualified expert in the disability of condition.)
• Once an accommodation is granted, it is the student’s choice to present information about an accommodation (utilizing written documentation from the Accessibility Office) directly to the course director and/or faculty impacted by the accommodation. It is important to note that only specifics regarding the accommodation are included in the letter of approval; the letter does not include any information specific to the student’s disability or any diagnosis.
• If the approved accommodation requires test modifications, the Accessibility Office will provide notification to the Testing Services staff to implement the approved accommodation.
• If an accommodation involves a clinical teaching site, notification will be discussed with the student before any communication occurs to the site.
• For students in the College of Graduate Studies, the Committee will notify the student’s Program Director of all accommodation approvals within two (2) business days; the Program Director is then responsible for notifying the relevant Course Directors on a per semester basis. Every semester, program directors will notify the course directors for the classes in which the student is enrolled so that any approved accommodation can be implemented at the start of the semester. If the notification occurs after the start of the semester, faculty will be expected to implement the accommodation within 72 hours.
• To request official documentation on accommodations to share with impacted course directors, contact the Accessibility Specialist in the Learning Center at accommodations@380cebbe0d.nxcli.io.
• Students can appeal if they are not satisfied with the Committee’s decision. Students are encouraged to first discuss any concerns with the Accessibility Office to explore informal resolution before submitting a formal appeal. An accommodation that is granted as the result of an appeal is not retroactive and may only affect future circumstances.
• If the student has additional information or disagrees with the Committee’s decision, they may submit an appeal to the Provost within ten (10) working days of receiving the Committee’s decision. The Provost will review the appeal within ten (10) working days of its receipt. During this review, the student may be invited to meet in person to discuss the appeal, accompanied by a representative from the Committee. Students are not permitted to bring legal counsel to this meeting. The Provost will issue a decision within ten (10) working days, which may include sending the matter back to the Committee for reconsideration.
• Although students are encouraged to attempt to resolve accommodations concerns using the University process specified above, they have the right to file any complaint directly with the Office of Civil Rights (OCR). Complaints filed with the OCR must be filed within 180 days from the time the alleged discriminatory act(s) occurred.

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