Student Accommodation Procedure (Draft)

Purpose:

This procedure sets forth the processes and courses of action the institution will take to adhere to those standards set forth in Policy 1-1 (Student Accommodation Policy), as well as student responsibilities. Winona State wants to make sure students know who to talk to and how to work with Access Services. Our goal is to provide the resources and support students need for an equitable learning environment through a participatory process.

Policy/Procedure Regulation:

1. Request for Accommodations
   1. Information
      1. University Responsibilities:

 

1. The institution will provide information and offer students, prospective students, alumni, and visitors the chance to self-identify as having a disability. This will allow the individual to request accommodations and other assistance available to students with disabilities.

 

1. Student Responsibilities:

 

1. Students attending a post-secondary institution who are seeking accommodations are responsible for identifying themselves to Access Services, as a person with a disability/condition/impairment.  Students may request accommodations at any time before or during a semester. It is recommended that students make their request as soon as possible to avoid delays in implementing certain types of accommodation, such as alternative format materials, captioning, and/or interpreting services.

 

1. Documentation

 

1. University Responsibilities
   1. The institution may ask that each student requesting accommodation complete an initial form (paper or electronic) that includes the student’s identity information (such as student name, ID number, email address, or phone number) and information about their disability/condition and/or accommodation needs.

 

2. The institution may also request documentation to verify eligibility. Individuals with apparent disabilities are not required to provide documentation to verify eligibility. The following are acceptable forms of documentation:
   • Individualized Education Program (IEP).
   • Section 504 plan documentation.
   • Service record from other educational institutions.
   • Evaluation from qualified health or service professionals.
   • Disability record from another institution.
   • Military service-related disability documentation.
   • Additional information from qualified professionals for new accommodations or when previous documents such as IEPs or 504 plans were not in effect immediately before the individual exited high school.

 

3. During the interactive process it may become apparent that additional information is needed to better understand a particular need or request. Access Services may request that a student provide documentation from a qualified professional to help determine accommodations that are reasonable and effective for the student. *Note that Access Services may offer an equally effective alternative accommodation and does not have to approve any or all accommodations recommended by a qualified professional. Access Services may provide temporary or provisional accommodations for a set period (such as one semester) to allow the student enough time to get any necessary documentation.

 

1. Student Responsibilities

 

1. As a part of the self-identification process, students will need to share information about themselves, including their disability/condition and how they are impacted in an academic environment. Part of this disclosure may include providing documents that confirm eligibility or help staff better understand student needs. Acceptable forms of documentation to confirm eligibly include:
   • Individualized Education Program (IEP).
   • Section 504 plan documentation.
   • Service record from other educational institutions.
   • Evaluation from qualified health or service professionals.
   • Disability record from another institution.
   • Military service-related disability documentation.
   • Additional information from qualified professionals for new accommodations or when previous documents such as IEPs or 504 plans were not in effect immediately before the individual exited high school.

 

1. Interactive Process

 

1. University Responsibilities
   1. Staff from Access Services will engage in an interactive process with the student or prospective student. This process allows the staff member and the student to work together to understand the functional limitations the student experiences and determine the most appropriate and reasonable accommodations that ensure equitable access to their learning environment, activities, campus programs, etc.
   2. Staff from Access Services will engage with faculty and/or the academic dean as needed to better understand essential elements to ensure accommodations do not fundamentally alter the course or program.

 

1. Student Responsibilities
   1. Students are responsible for engaging with staff from Access Services interactive process. This is a conversation with the student that allows the staff member and the student to work together to understand the student’s needs and determine the most appropriate and reasonable academic accommodations that ensure equitable access to their learning environment, activities, campus programs, etc.
   2. Students are responsible for sharing their academic accommodation needs with faculty once accommodations have been established. Some academic accommodations will require students to engage in conversations that include faculty and Access Services.

 

1. Notice of Denial
   1. University Responsibilities

 

1. Students who have been denied accommodation will receive written notification from Access Services with the reason the particular accommodation cannot be provided. Reasons may include:  
   • Accommodation was requested retroactively
   • Accommodation requested was not reasonable
   • Accommodation was not related to the student’s disability
   • Accommodation would create an undue administrative or financial burden
   • Accommodation would fundamentally alter essential elements of a course or program.

 

1. Student Responsibilities

 

1. Students have a right to know when and why an accommodation was denied. The institution is responsible for providing this information to the student.

 

1. Renewal of Accommodations

 

1. University Responsibilities

 

1. Winona State University shall not require students with approved and established accommodations to provide documentation confirming their eligibility. However, the university requires students to inform Access Services of their need for accommodation each semester. At Winona State University this is done by using our online Access Services Student Dashboard.

 

1. Student Responsibilities

 

1. Students with approved and established accommodations are not required to provide documentation confirming their eligibility at Winona State University. However, students are required to inform Access Services of their need for accommodations each semester. At Winona State University this is done by using our online Access Services Student Dashboard.

 

1. Accommodation Notification

 

1. University Responsibilities

 

1. The institution is responsible for documenting the approved accommodations for each student. At Winona State University student accommodations are documented in our software system under their Access Services Student Account and viewable by the student on their Access Services Student Dashboard.

 

1. Student Responsibilities

 

1. Students at Winona State University will receive an email in their student account approximately 1 week before the start of each semester that includes information and step by step directions reminding them to complete their Accommodation Request Forms within their Access Services Dashboard. It is then the responsibility of the student to go into their Access Services Student Dashboard and complete their Accommodation Request Forms for the courses they need accommodations for. It is also their responsibility to make the faculty aware of the specific accommodations on their Accommodation Request Form that will be needed for the course.

 

1. Concerns
   1. University Responsibilities
      1. The university shall have an informal process to address student concerns related to student accommodations.

 

2. The university, typically the Director Access Services, will work directly with the student to help find a resolution to the student’s concern or help the student to navigate a more formal complaint process.

 

1. Student Responsibilities

 

1. Students who believe approved accommodations have not been allowed or provided by faculty or other college/university employees may contact Access Services. Students will meet with the Director or other university staff member, should the concern involve Access Services, to discuss the issue and work collaboratively to find any potential solutions.

 

1. Complaints

 

1. University Responsibilities

 

1. The university shall have an internal complaint process to address student complaints related to student accommodations.

 

2. The university will confirm receipt of all complaints received within 30 days. The university will work directly with the student to help find a resolution to the matter.

 

3. Students may also file a complaint directly with the U.S. Department of Education Office of Civil Rights (section 504) or the Department of Justice (ADA) if they feel they have been denied access to, or the benefit of, any university academic program or activity. Students are not required by law to use the institutional grievance/complaint process before filing a complaint with the Office of Civil Rights (OCR). A complaint must be filed within 180 calendar days of the date of the alleged discrimination.

 

4. All Complaints/Grievances which do not involve the mandated rights of students can be resolved by following the Student Complaints and Grievances.  A listing of all University complaint reporting processes and forms can be found on the University’s website.

 

1. Testing Accommodation Requests

 

1. University Responsibilities

 

1. Access Services provides the following to students with testing accommodations specific to their approved accommodations:
   • Distraction reduced testing spaces
   • Proctors
   • ASL interpreters
   • Assistive technology (such as screen reader and speech-to-texts software)
   • Magnifiers
   • Headphones
   • White (and other) sound machines
   • Ear plugs
   • Dimmed Lighting
   • Etc

 

1. Student Responsibilities

 

1. Each student with approved testing accommodations that necessitate scheduling the exam with Access Services is required to complete a test request form from their Access Service Student Dashboard that includes course number, professor’s name, date and time taking the exam, reason for time difference if approved, what testing accommodations they would like to use, and if the exam is online or paper. At Winona State this is an online form but can be done using alternative formats upon request.

 

1. American Sign Language Interpreters/CART Service Requests

 

1. University Responsibilities

 

1. Access Services provides ASL interpreters and/or CART services for students with these specific accommodations. Access Services staff will confirm with deaf, deafblind, hard of hearing consumers requested service dates and times. In the event a provider cannot be scheduled, alternative communication methods will be discussed with the consumer.

 

1. Student Responsibilities

 

1. The student with accommodations for ASL interpreters and/or CART services is responsible for notifying the Access Services staff of their course schedule along with any other appointments, group meeting, and/or events they would like to participate in. Students are also responsible for notifying Access Services as soon as possible if they will not be able to attend any previously scheduled class, appointment, and/or event.

 

1. Alternative Format Materials Request

 

1. University Responsibilities

 

1. Access Services provides materials in a variety of formats, such as Braille, audio, large print, digital, etc. to students with approved accommodations for formats that differ from what is typically provided.

 

2. Staff will request a copy of the receipt showing the student has purchased or rented the material. For materials provided at no cost to the student, staff will verify course registration.

 

3. Staff will notify students when materials are ready

 

4. Access Services staff will work to get materials as quickly as possible and will make

 

1. Student Responsibilities

 

1. Students with approved accommodations for alternative format materials, such as textbooks, are required to complete their Accommodation Request form in their Access Services Student Dashboard account. By selecting alternative format materials as their accommodation, this will notify Access Service with the proper information for contacting the student and getting the material.

 

Requests should be made as soon as the students pre-register for courses and are aware alternative format material is needed. Please allow time to obtain the material.

History:

Adoption date:
Implementation date: