BP 3440 SERVICE ANIMALS

Legal References & Policy Authority

Palomar College is committed to preventing discrimination on the basis of disability. In compliance with applicable state and federal law, the District permits individuals with disabilities to use service animals and, when appropriate, miniature horses in District facilities and on District property.

Applicable Laws and Regulations

• Americans with Disabilities Act of 1990 (ADA), 42 United States Code §§ 12101 et seq.
• Title II of the ADA, 28 Code of Federal Regulations Part 35
• Title III of the ADA, 28 Code of Federal Regulations Part 36
• Section 504 of the Rehabilitation Act, 34 Code of Federal Regulations § 104.44(b)

Related College Policy

For additional information, refer to Board Policy (BP) 3580 – Animals on Campus.

AP 3440 SERVICE ANIMALS

Administrative Procedure 3440 — Service Animals

This procedure outlines how service animals and trained miniature horses may accompany individuals with disabilities on District property in accordance with applicable law. It defines service animals and explains the responsibilities of handlers and the College.

Service Animals on Campus

• Individuals with disabilities are permitted to use service animals in District facilities and on District property.
• Trained miniature horses may also be permitted when reasonable and when specific assessment factors are met.
• Service animals may accompany their handlers in all areas open to the public.
• These procedures also apply to individuals who are training a service animal.

Definition of a Service Animal

• A service animal is a dog that is individually trained to perform work or tasks for the benefit of a person with a disability.
• Work or tasks must be directly related to the individual’s disability.
• Emotional support, comfort, or companionship alone does not qualify as a service animal.

Miniature Horses

The District may allow trained miniature horses as a reasonable accommodation after evaluating:

• The type, size, and weight of the animal
• The handler’s ability to control the animal
• Whether the animal is housebroken
• Whether the animal’s presence compromises safety or operations

Removal of a Service Animal

• A service animal may be removed if it is out of control and the handler does not take effective action to control it.
• A service animal may also be removed if it is not housebroken.
• If an animal is removed, the individual must still be allowed to access services, programs, or activities without the animal present.

Handler Responsibilities

• Service animals must be under the handler’s control using a harness, leash, or tether, unless the disability prevents its use or interferes with the animal’s work.
• The College is not responsible for the care, supervision, or cleanup of a service animal.

Permissible Inquiries

When it is not obvious that an animal is a service animal, College personnel may ask only the following two questions:

• Is the animal required because of a disability?
• What work or task has the animal been trained to perform?

Documentation, licensing, certification, or proof of training may not be required.

Fees and Liability

• The District may not charge a fee or surcharge for the use of a service animal.
• If a service animal causes damage, the handler may be charged in the same manner as others for damage to District property.

Frequently Asked Questions about Service Animals and the ADA

FAQs About Service Animals Under the ADA

The Americans with Disabilities Act (ADA) requires that individuals with disabilities who use service animals be permitted to access public places and programs just like other members of the public.

What Is a Service Animal?

A service animal is a dog that has been individually trained to perform specific work or tasks for a person with a disability. The tasks must be directly related to the person’s disability.

Examples of Service Animal Tasks

• Alerting a person who has low or high blood sugar.
• Picking up items for someone with limited mobility.
• Alerting someone who has hearing loss when a sound occurs.
• Helping a person who has epilepsy remain safe during a seizure.

Emotional Support Animals

Animals that provide comfort just by being near a person (often called emotional support animals, therapy animals, or companion animals) are not considered service animals under the ADA unless they are specifically trained to perform tasks that assist with a disability.

Who Is Responsible for the Service Animal?

The person with the disability is responsible for caring for and supervising their service animal. This includes feeding, toileting, grooming, and veterinary care. The business or public entity does not care for the animal.

How Do I Know If an Animal Is a Service Animal?

If it is not obvious, staff may ask only two questions:

• Is the dog a service animal required because of a disability?
• What work or task has the dog been trained to perform?

Staff are not permitted to ask for documentation, require the animal to demonstrate its task, or ask about the nature of the person’s disability. Service animals are not required to wear a special vest, tag, or ID.

Where Service Animals Are Allowed

Service animals must be allowed in all areas where members of the public are normally allowed to go. They cannot be excluded simply because of a “no-pets” policy.

When Can a Service Animal Be Excluded?

A service animal may be excluded or removed if:

• The animal is not under control (for example, it is running loose).
• The animal is not housebroken.
• Allowing the animal would fundamentally alter the nature of the goods, services, or activities being provided.

If an animal is excluded, the person with a disability must still be given the opportunity to access the goods, services, or activities without the animal present.

Multiple Service Animals

In most cases, a person with multiple trained service animals may have them accompany them, but the entity may limit the number if space is insufficient to accommodate all of them safely.

Certification and Registration

Covered entities may not require proof of certification, registration, or training as a condition for entry. Service animals are subject to the same local licensing and vaccination requirements as other dogs.

Breed Restrictions

Service animals may be any breed of dog. A covered entity cannot refuse access simply because of the animal’s breed.

Palomar College Academic Policy 5140: Disabled Student Programs and Services (DSPS)/Disability Resource Center (DRC)

Administrative Procedure 5140 — Disabled Student Programs and Services

Palomar College maintains a program and procedures to ensure qualified students with disabilities have equitable access to classes, programs, and co-curricular activities. The Disabled Student Programs and Services (DSPS) / Disability Resource Center (DRC) provides a range of support services, accommodations, and instruction to eligible students.

Purpose

The procedure outlines the District’s commitment to respond in a timely manner to accommodation requests, to engage in an interactive review process, and to provide a framework of goals, objectives, services, and responsibilities to support students with disabilities.

Core Components of the DSPS/DRC Program

• Procedures for timely response to academic accommodation requests, including an individualized review and interim responses as needed.
• Long-range goals and short-term measurable objectives to guide program improvements.
• Definitions of disability and eligibility criteria for DSPS services.
• Support services and instruction for students with physical, learning, developmental, vision, hearing, acquired brain injury, and communication disabilities.
• Technology accessibility and assistive technology support.
• Verification of disability documentation requirements.
• Student rights and responsibilities within the program.
• Development of individualized academic accommodation plans.
• Provision of academic adjustments, auxiliary aids, and related services.
• Provisions for course substitutions or waivers when appropriate.
• Staffing and administration of services.
• An advisory committee to provide guidance and oversight.

Program Description

DSPS/DRC offers special counseling, support services, and instructional assistance to students who provide documentation of a verified disability. The program is designed to remove barriers and ensure students can participate fully in educational opportunities.

Examples of Services and Supports

• Priority registration to assist with class scheduling
• Adapted courses and personalized counseling
• Assistive technology assessment and training
• Exam and test accommodations, including extended time and quiet testing environments
• Note-taking support
• Interpreting and real-time captioning services
• Readers and scribes for exams
• Alternate media for instructional materials
• Mobility and access assistance
• Educational assistance classes

Equity and Non-Discrimination

The procedure acknowledges that students with disabilities must not be discriminated against and that the institution must take necessary steps to accommodate students’ needs without compromising academic rigor. Accommodation decisions consider documented disability, evidence of good-faith effort in coursework, and whether requirements can be met through alternate means without fundamentally altering essential academic standards.

Academic Adjustments and Committee Review

When a student seeks a change to degree or certificate requirements due to disability impact, documentation, academic history, and other evidence are reviewed by a committee. If course substitution or waiver is justified, the committee recommends changes, and relevant forms are completed and processed. Students may appeal committee decisions through established channels if necessary.

Procedures for Requesting Academic Accommodations and Auxiliary Aids and Services

As per Section 504 of the Rehabilitation Act of 1973 and Title II of the Americans with
Disabilities of 1990, the college is obligated to provide accommodations to ensure equal access to
the college’s programs and activities. It is the student’s responsibility to notify instructors of
the need for accommodations.

Academic accommodations may include, but not be limited to, testing accommodations, notetaking
assistance, alternate media (Braille, audio, e-text, etc.) and ASL interpretation services.

Students with disabilities must provide, upon request, written verification of each disability from
an appropriate professional who has knowledge of the student, disability, and the educational
and/or functional limitations imposed by each disability.

Students are encouraged to utilize the Disability Resource Center which has staff who have had
specialized training regarding the impact of various disabilities in the educational environment,
and as such are uniquely qualified to recommend services and accommodations. Most instructors do
not have such specialized training.

The DRC staff will assist students with provision of approved accommodations.

Students Utilizing the Disability Resource Center (DRC)

1. Provide disability verification to DRC.
2. Meet with a DRC professional (Director; DRC Counselor; Learning Disability Specialist) to
   determine appropriate accommodations and services.
3. At least one week prior to each semester, request an Accommodation Form for each course in
   which accommodations will be needed. Allow up to three days for processing during peak periods
   (first two weeks of each semester).
4. Pick up approved Accommodation Forms and deliver to each instructor.

Students Disputing the Denial of a Requested Accommodation

1. Students with disabilities who want to file a complaint regarding access to or
   quality of their academic accommodation under Section 504 and/or the
   American Disabilities Act (ADA) may go through the informal process with the
   DSPS counselor.
   
2. If no agreement is reached with the informal process, students may request a
   meeting with the Director of the DRC (or designee) to discuss denial of a
   requested accommodation. This meeting must occur within five working days.
   
3. If the director or designee concurs that a DRC decision should be altered or
   modified, staff must provide reasonable accommodation within five educational
   days.
   
4. If the director or designee does not agree, that individual will notify the student
   in writing within five days and inform the student that he/she has the right to
   appeal to the 504 Officer. A meeting with the 504 officer must occur within five
   days of request. In the interim, the accommodation will be provided within the
   limitations of reasonable accommodation.
   
5. The 504 Officer has five working days to notify the student of the decision to
   affirm, deny or modify the request and inform the student of appeal rights. If
   the student is not satisfied with the decision of the 504 Officer, the
   accommodation will be provided in the interim and he/she may appeal to the
   President of the College.
   
6. If the student is not satisfied, he/she may appeal in writing to the President of
   the college. In each of the above steps, the individual making the decision also
   informs the instructor and/or service providers.
   
7. The Office for Civil Rights is also a resource for students disputing the provision
   of accommodations. Complaints can be filed at: U.S. Department of Education
   Office for Civil Rights 50 Beale Street, Ste. 7200 San Francisco, CA 94105 (415)
   486-5555 ocr.sanfrancisco@ed.gov
   
   
   Palomar College 504 Officer
   Steve Salter
   ssalter@palomar.edu
   760.744.1150, Ext. 3679

Instructors Disputing the Provision of an Academic Accommodation

1. Instructor communicates his/her concern regarding the educational accommodation or auxiliary aide to the DRC Counselor/Learning Disability Specialist who then communicates this accommodation denial to the DRC Director.
   
2. The DRC Director will then call together a Committee and follow the established Fundamental Alteration Protocol. Reasonable accommodation will be provided in the interim.
   
3. If not satisfied with the Committee’s response/decision, instructor may appeal to the 504 Officer. Reasonable accommodation will be provided in the interim.
   
4. The 504 Officer has five working days to respond in writing to instructor and DRC and either affirm, deny or modify the accommodation. Instructor will be informed of next level of appeal. Reasonable accommodation will be provided in the interim.
   
5. If the instructor is not satisfied with the decision of the 504 Officer, he may appeal to the president of the college. Reasonable accommodation will be provided in the interim.

Palomar College 504 Officer
Steve Salter
ssalter@palomar.edu
760.744.1150, Ext. 3679

Student Test/Exam Accommodation Policies and Procedures Handbook

Student Test Accommodation Policies & Procedures — Fall 2025

This handbook explains how students approved for academic test accommodations through the Disability Resource Center (DRC) can request and use testing services, including how to access accommodation letters, schedule test appointments, and follow Testing Center procedures.

Accessing MyDRC

Students must use the MyDRC student portal to request accommodation letters and test appointments. To log in, use your Palomar email address and MyPalomar/Canvas password.

Authorized Academic Accommodation Letters

• Accommodation letters must be approved by a DRC counselor based on disability documentation.
• Students must request a new accommodation letter for each course and instructor.
• Once approved, letters are made available in MyDRC and emailed to the student.
• It is the student’s responsibility to provide a copy of the accommodation letter to instructors before accommodations take effect.

Requesting a Testing Appointment

• Students must have a current approved accommodation letter before a test appointment will be scheduled.
• Testing appointments are by appointment only and must be requested at least five (5) business days before the test. Final exams require two (2) weeks’ notice.
• Appointments can be requested online through MyDRC, in person at the Testing Center, by phone, or by email.
• Testing appointments are reviewed and confirmed by the Testing Center Coordinator.
• Tests should be scheduled for the same day and time the class is taking the exam unless alternative arrangements are made with the instructor.

Testing Center Policies

• Arrive 5–10 minutes early for check-in and present a valid photo ID.
• All exams must be completed at least 15 minutes before the Testing Center closes.
• Students may be required to store personal items not approved for use during the test.
• Electronic devices must be stored and turned off unless specifically approved for testing.
• Only instructor-approved materials (books, notes, etc.) are allowed in the testing area.

Behavior and Integrity

Students must follow the Student Code of Conduct while testing. Disruptive behavior or academic dishonesty may result in removal from the testing area and suspension of testing services.

Assistive Support

• If a student needs a reader, scribe, or assistive support for a test, it must be requested when making the testing appointment and at least five (5) business days in advance.
• Assistive technology and alternate media are encouraged when approved and available.

Education Centers and Special Locations

Students at satellite education centers must follow standard appointment procedures, and tests may be administered at the center’s testing location if approved arrangements are made.

Evening, Weekend, and Online Courses

• Students with test times outside the Testing Center’s regular hours must coordinate with instructors to find suitable arrangements.
• Online proctoring appointments must be requested at least five (5) business days in advance, and students should confirm accommodations are applied correctly before beginning online exams.

Rescheduling, Cancelations, and No-Shows

• Students must cancel appointments by phone, email, or in person; failure to cancel will be marked as a no-show.
• After two no-shows, students must meet with a DRC counselor or director to reinstate testing accommodations.
• Rescheduled tests require instructor approval for the new date and time before the Testing Center can confirm the change.

Special Exam Types

Specific exam types, such as nursing exams or other proctored assessments, may require additional coordination or preparation, and students should bring any required materials with them.

Faculty Guidelines for Testing Accommodations

Faculty Guidelines for Test Accommodations

This guide explains faculty responsibilities and procedures for working with students who have approved test accommodations through the Disability Resource Center (DRC).

Academic Accommodation Letters

• Students approved for test accommodations must present an official DRC accommodation letter to their instructor, either by email or in person.
• The letter lists the approved disability-related accommodations, such as extended time or use of a reader or scribe.
• After receiving the letter, instructors should digitally acknowledge it through the MyDRC portal.
• Instructors should only acknowledge a letter after the student has presented it directly to them.
• Questions about approved accommodations should be directed to the DRC counselor listed on the letter.

Digital Acknowledgment in MyDRC

• Log in to MyDRC with your campus credentials.
• Select the appropriate course to view accommodation letters for DRC students in that class.
• Click “Acknowledge” only after the student has given you the accommodation letter.
• If letters appear in MyDRC but the student hasn’t presented them, do not adjust testing conditions until the student provides the letter.

Exam Appointments at the DRC Testing Center

• Once a student requests a testing appointment, instructors will receive an email with details and instructions for viewing or modifying the request.
• Test appointments should be scheduled at least five business days before the exam. Final exam appointments require at least two weeks’ notice.
• Testing appointments should align with the same day and time as the class exam unless prior arrangements are made.
• If accommodations are needed outside the regular testing hours, approval from both the instructor and the DRC Testing Center is required.

Delivering Exams to the Testing Center

• Instructors are responsible for delivering exams to the DRC Testing Center well in advance — typically at least 24 hours before the scheduled test time.
• Exams can be submitted via the MyDRC upload feature, in person, by inter-campus mail, or by email.
• Include an Exam Proctoring Form indicating the class name, student details, allowed materials, and return preferences.
• Deliver tests as early as possible so that the Testing Center can review the materials and ensure accommodations are applied correctly.

Receiving Completed Exams

• Completed tests are returned to instructors in one of several ways: inter-campus mail, in-person pickup, or scanned and emailed to the instructor’s campus email address.
• Students are not permitted to return completed tests to the instructor themselves.

Satellite Education Centers

• Students taking exams at satellite centers (such as Fallbrook, Escondido, or Rancho Bernardo) must follow standard test appointment procedures.
• Tests for satellite centers should be delivered to the appropriate center’s Testing Learning Center (TLC) at least 24 hours before the exam.
• Completed exams can be picked up from the center, mailed to the instructor’s mailbox, or emailed to the instructor.

Evening & Weekend Exams

• The DRC Testing Center operates Monday through Thursday, 8:00 a.m.–5:00 p.m. and Friday 8:00 a.m.–2:00 p.m.
• If a class exam falls outside these hours, instructors and students should coordinate alternative arrangements or schedule the exam within Testing Center hours with adequate notice.

Online Exam Accommodations

• Students needing proctoring for online exams must request appointments at least five business days in advance.
• Online proctoring may be conducted via Zoom with a proctor from the college.
• If accommodations for an online exam have not been applied correctly, students should contact both the instructor and the DRC Testing Center before beginning the exam, and will not be penalized for accommodations not applied in a timely manner.

Extended Time in Canvas

Faculty may adjust testing time limits in Canvas quizzes and exams to match the extended time accommodations approved for a student. Follow Canvas moderation or quiz settings to apply the appropriate time adjustments per student as needed.

Interpreting/CART Services Student Orientation

Interpreting Services Orientation

Palomar College provides interpreting services to support students who are Deaf or hard of hearing. This orientation explains how interpreting services work, how to request them, and what students and faculty can expect.

Purpose of Interpreting Services

Interpreting services are provided to ensure full access to classroom instruction, campus events, and other academic activities for students who need communication support.

Types of Interpreting Services

• On-Site Interpreting: A professional interpreter attends class or event in person to facilitate communication between the student and others.
• Remote Interpreting: Interpreting services may be provided via video conferencing when in-person services are not feasible or requested.

Eligibility and Request Process

• Interpreting is available to students with documented hearing loss or communication needs that qualify under disability services guidelines.
• Students must provide current documentation of their disability and complete the accommodation intake process through the Disability Resource Center (DRC).
• Requests for interpreting services should be submitted before the start of the semester or at least in advance of the event or class meetings where services are needed.
• Requests can be made through the MyDRC portal or by contacting the DRC directly.

Scheduling Interpreters

• Interpreting services must be scheduled in advance, with as much notice as possible.
• Students are responsible for confirming schedule details with the DRC and notifying the office of any changes promptly.
• Last-minute changes or cancellations may affect service availability.

What to Expect from Interpreters

• Interpreters are trained professionals who facilitate communication in classroom or academic settings.
• They interpret what is said in class, including lectures, discussions, and student questions, into the appropriate communication mode for the student (e.g., ASL).
• Interpreters strive to remain neutral and professional and do not provide tutoring or additional academic instruction.

Student Responsibilities

• Students should arrive on time for class and be prepared to begin when the interpreter starts.
• If a scheduled interpreter is not present, students should contact the DRC or the instructor for assistance.
• Students should communicate any specific communication needs or preferences to the DRC.

Faculty Responsibilities

• Faculty should introduce the interpreter to the class and allow the interpreter to set up appropriately to see both the instructor and the student(s) who need interpreting.
• Instructors should speak normally and at a conversational pace; they should not speak directly to the interpreter instead of the student.
• Faculty should avoid covering their mouth, turning away from the class, or blocking visual access to the student.

Cancellations & Notifications

• Students must notify the DRC as soon as possible if they will not need scheduled interpreting services.
• Interpreters also notify the DRC if they are unable to attend a scheduled assignment.
• Communication between students, interpreters, and the DRC ensures smooth service delivery.

Standards of Student Conduct

All individuals interacting with the Disability Resource Center (DRC) are expected to follow the Palomar College Standards of Conduct. This applies to students visiting the DRC in person, as well as to students, community members, and others communicating with DRC staff by phone or email.

Expected Conduct

Everyone should demonstrate civil and respectful behavior when interacting with DRC staff. Examples of conduct that may be considered violations include:

• Disruptive behavior, willful disobedience, or habitual profanity or vulgarity.
• Persistent defiance of authority or abuse of College personnel.
• Failure to comply with directions from staff who are acting within the scope of their employment.
• Physically or verbally disrupting administrative procedures, public service functions, or authorized college activities.
• Preventing authorized guests or staff from carrying out their duties or purposes on District property.

Reporting and Follow-Up

If uncivil or inappropriate behavior occurs, DRC staff will complete an incident report. Reports involving conduct concerns may be forwarded to the Office of Student Life & Leadership or Human Resources for appropriate follow-up action.

If you have questions or concerns about expectations or conduct, please contact the DRC directly at the front desk or by phone or email.