A Guide for Implementation for Professors and Students

We have learned that faculty and students would like more guidance regarding the accommodations “disability-related absences” and “assignment extensions.”  When these accommodations are approved, they will be listed on the DRC Authorized Academic Accommodation Letter the student provides to you; the approved extension (i.e. number of hours/days) will also be listed.   In this guide, we outline the process and responsibilities for faculty, students, and the DRC as it relates to these accommodations.

When are “disability-related absences” and “assignment extensions” appropriate?

Generally, students are expected to follow established classroom attendance and deadline policies. However, some disabilities are episodic in nature, or present other functional limitations, and as a result a student may have to miss class and a deadline.  Faculty are not required to alter any essential functions of the course in the implementation of these accommodations and should contact the DRC to discuss any concerns with these approved accommodations.

Absences or Extended Assignments not related to this Accommodation

This accommodation does not apply to absences or coursework extensions unrelated to a student’s disability (e.g. common illness, car trouble, etc.) Such absences or extensions should be addressed according to the syllabus. The student is responsible for following the faculty’s syllabus regarding missed assignment deadlines and attendance that are related to any non-disability related matters.

What is the process?

• Step 1: The Disability Resource Center determines the accommodation(s).
• Step 2: Each semester, student must meet with DRC Counselor to request this accommodation.
• Step 3: Student provides the Accommodation Letter to the professor.
• Step 4: Student and faculty discuss the accommodation and its implementation.
• Step 5:  Faculty contact the DRC if there are questions or concerns regarding the accommodation.
• Step 6: The accommodations are in place; student uses the accommodations as approved.

Student Responsibilities:

• Initiate conversation early with faculty. A conversation must occur between the student and professor; it is encouraged that the conversation occurs in a confidential setting such as during a professor’s office hours, a zoom meeting, email or phone call. If the professor does not respond to student within 3 business days or 72 hours, the student should contact the DRC right away. 
  • Topics the student should discuss with the instructor during this meeting include:
    • The way in which the student will communicate a missed absence due to a disability. (e.g. phone, Canvas messaging, e-mail)
    • Family member/trusted individual may contact the professor on your behalf regarding a disability-related absence or missed work.
    • The plan for completion of any missed quiz, class work, or exam during a disability-related absence.
    • Allowance for early access to discussion boards or completion of assignments early.
• The student is still required to complete all coursework. When a student misses class or recognizes they will not be able to meet the extended deadline due to their disability, the student should notify their professor as soon as they are able to do so.
  • If the student misses a quiz/exam/classwork due to their disability-related absence, it will be their responsibility to contact the professor to make up the work in a timely fashion.
  • It is important to note that all coursework must be submitted by the last day of the semester. If not possible due to disability-related reasons, student should contact the DRC right away and notify the instructor.
• Extenuating Circumstances: There may be occasions where the assignment extension may need to exceed the specified parameters listed on the Accommodation Letter. If this need arises due to functional limitations posed by the disability, the student is responsible for contacting the DRC for a drop in or appointment to engage in an interactive discussion.  Following the appointment/drop in, the DRC counselor will contact the instructor, cc the student, to verify/approve additional day(s), or to provide another outcome or next step.

Professor Responsibilities:

• Be available to discuss the accommodation with the student in a confidential setting in person, via phone, or via zoom. Respond to the student within 3 business days or 72 hours for the initial meeting.
• Determine how essential attendance/deadlines is to the course. If it is determined, through a deliberative consideration that attendance/deadlines are an essential requirement, contact the DRC right away.
• Contact the DRC if absences become excessive or there are other concerns.  The professor should contact the DRC to help address the concern should absences become overly frequent and explore options.

Disability Resource Center Responsibilities:

• Approve this accommodation only when appropriate.
• Identifies the number of business days for assignment extensions. For example, 24 hours, 48 hours, 72 hours, one week (5 business days), etc.
• Provide student guidelines and information about their rights and responsibilities.
• Aid faculty in determining how to implement this accommodation in the class, upon request.
• Provide support to student and faculty when questions or difficulties arise due to these accommodations, upon request.