DRC Faculty Guidelines for Test Accommodations

Academic Accommodation Letters

• Students must present an official DRC Academic Accommodation Letter to their instructor before test accommodations are implemented.
• Accommodation letters list approved services such as extended time or a reader/scribe.
• Once received, instructors should digitally acknowledge the letter through MyDRC. Instructions for how to log in and acknowledge are available in MyDRC.
• Faculty should only confirm receipt after the student actually emails or delivers the letter.

How to Acknowledge Letters in MyDRC

• Log in to MyDRC using your Palomar single sign‑on credentials.
• Select the course for which the student has requested accommodations.
• Click “Acknowledge” to record that you have received the student’s accommodation letter.
• If you see letters in MyDRC that have not been presented by the student, do not administer accommodations unless the student provides the letter.

Test Appointment Requests

• After a student requests a testing appointment in MyDRC, instructors will receive an email with details about the request and how to view/change it online.
• Students must request appointments at least five (5) business days before a scheduled exam, and two (2) weeks before final exams.
• Appointments should normally occur on the same day/time as the class test unless alternate arrangements are made in writing or verbally with the instructor.

Delivering Exams to the Testing Center

• Instructors are responsible for delivering test materials to the DRC Testing Center. Exams should be submitted at least 24 hours before the scheduled test time to allow proper preparation.
• Accepted delivery methods include MyDRC upload, in‑person drop‑off, inter‑campus mail, or email to drcproctor@palomar.edu.
• Include an Exam Proctoring Form with the test to indicate class info, approved materials, and return method.

Completed Tests & Return Options

• Completed exams and materials are delivered by inter‑campus mail or can be picked up in person by the instructor or department representative.
• Exams may also be scanned and emailed to the instructor’s Palomar email address.
• Students may not handle returned exam packets.

Education Centers & Scheduling

• Tests at satellite campuses (Fallbrook, Escondido, Rancho Bernardo) must follow standard request procedures.
• Instructors should submit exams to the appropriate TLC at the education center at least 24 hours before administration.
• The Testing Center operates Mon–Thu 8 am–5 pm and Fri 8 am–2 pm; appointments outside these hours require advance planning.

Online & Special Testing Arrangements

• Online proctored exams must be scheduled at least five (5) business days in advance.
• For audio portions of exams, instructors must provide audio files on USB or via email.
• If a student’s approved accommodations are not applied correctly to an online exam, they should contact the instructor and DRC immediately; they will not be penalized for accommodations not applied properly.

Alternate Media

What is Alternate Media?

Many students with disabilities find it difficult, if not impossible, to read and understand a standard textbook. Through the Alternate Media Center, textbooks and class materials can be converted to e-text, audio, Braille, large print, or other alternate format.

Who is eligible?

Students who are blind or visually impaired, as well as those with motor impairments and learning disabilities, may qualify for services through the Alternate Media Center.

What do I do to receive the service?

The first step is to determine if you qualify. Your DRC counselor can help you evaluate your needs. An Academic Accommodations Plan is completed listing the appropriate accommodations for your specific disability. The next step is to meet with the Alternate Media Specialist. Together, you and the Alternate Media Specialist will go over your request and determine the best way to prepare your materials. The Alternate Media Specialist will also discuss your responsibilities in the alternate media process. Planning ahead is essential for a successful semester. Choose your classes early, find out what books you will need, and meet with the Alternate Media Specialist as soon as possible to discuss your alternate media needs. The better you plan, the smoother the semester will go.

I’ve been approved for Alternate Media and have met with the Alternate Media Specialist. How can I request my textbooks/course materials?

You can request Alternate Media/E-text formats using the MyDRC Alternate Format Textbooks Module. From here you can create requests for your textbooks, view the status of the requests, and download the files once the requests have been completed.

How to Request Alternate Format Textbooks

1. Go to MyDRC and log in with your student credentials.
2. Choose the Alternate Media or Request Alternate Media module.
3. Click Create New Request.
4. Search for textbooks by Title or ISBN.
5. If the textbook isn’t found, use Request New Content and enter the text information.
6. Upload proof of purchase (e.g., receipt). You must provide proof before you can access the alternate format files.
7. Review and submit your request. After submission, you will receive a confirmation and may monitor status in the portal.

After Submission

• You will receive a confirmation email after your request is submitted.
• The Accessible Technology Specialist will contact you with status updates.
• You may include multiple textbooks in one request.

Helpful Reminders

• Requests may take time to process — submit as soon as your books are identified.
• You must have the accommodation approved and be an active DRC student to access the module.
• For questions or assistance, contact the DRC Access Technology/Alternate Media specialist at drc_atc@palomar.edu.

If you have questions, email drc_atc@palomar.edu or call (760) 744-1150 ext. 2377. Requests can take up to 10 working days to be completed once approved. We strongly advise you submit your requests as soon as the book information is available.

Take these steps to implement the  Alternate Format Material Accommodation:

Review all of the documents, pages, and files distributed in person and electronically in your Canvas course or in person class, etc.

• In Canvas, run Accessibility checkers and correct any errors you can. Visit the ATRC Accessibility Portal for more information on the built-in Canvas checkers.
• Contact the ATC (drc_atc@palomar.edu, ext. 2377, or LRC 127) for support if  you find accessibility errors you are unable to fix on your own.

Examine your Textbooks.

• Alternate format material also applies to textbooks you use in your course.  If a student has alternate format material listed on their Accommodation Letter, please do the following right away:
  • Check in with the student to make sure they are working with DRC’s Access Tech Center/Alternate Media Specialist to get an alternate format of the textbook that is accessible with their preferred document and screen reading software.

What will DRC’s Alternate Media Team do to make the instructional materials, including PowerPoints, pdfs,  and textbooks, exams/quizzes accessible for students with this accommodation?

• Alternate media production is the process by which the original formats are converted into a version used by the student. This conversion process can be time consuming and, if there are any delays to identifying a required course textbook or reading sections, then students with disabilities may not receive the alternate version in a timely manner.

What can you do to facilitate alternate media production and the accessibility and usability of exams/quizzes in your course for the student with this accommodation?

• Please email your exam or quiz to drcproctor@palomar.edu at least 5 business days before exam or quiz date. This time allows for the conversion of the exam or quiz into an accessible format.

What can you do to facilitate alternate media production and the accessibility and usability of files, documents, and textbooks  in your course for the student with this accommodation?

• Contact the drc_atc@palomar.edu and grant the ATC professionals access to your Canvas course as a TA so they can access all course materials.

How to extend time on a Canvas quiz/exam

Canvas community resource on moderating quizzes once published

Once you publish a quiz, the quiz sidebar will display the Moderate This Quiz link. This feature allows you to manage quiz settings for individual students in your course. You can view each student’s submission progress and the number of attempts they have made.

For more information; please consult this guide.

Additional Information

NOTE: Students must meet with a counselor at least one time per year to stay current with the DRC. In order to request accommodations letters online via MyDRC, students must have met with a DRC Counselor within the last year.

MyDRC allows registered and active DRC students to:

• Request accommodation letters
• Print accommodation letters once they are authorized
• Request test/exam appointments
• Request /view/download alternate media
  Only for students approved for this accommodation

MyDRC allows instructors to:

• Acknowledge receipt of any e-mailed or hard copy DRC Authorized Academic Accommodation letters the student gives you.
  • Go to MyDRC
  • Click on MyDRC Instructor Log-in
  • Click Accommodation Letters at the top of the MyDRC page. It will ask you to log-in using your Single Sign-On (SSO) log in credentials.
  • You will see a list of all your DRC students that have requested accommodation letters. You may also view the accommodation letter for each student. By clicking acknowledge you have essentially signed the letter and that information will be recorded in the student’s file.

What if I go to MyDRC and see Accommodation Letters for students who have not presented me with a Letter?

• There are times a DRC student may request and be approved for accommodations (i.e. extended time for exams or note taking, etc.) yet they intentionally choose to not use these accommodations and thus do not provide their Accommodation Letter to the instructor.  Some students’ disabilities have fluctuating symptoms and they may not be experiencing a flare up,  or the way the exams are structured minimizes the impact of the disability causing them to not need the extended time. Or the student may simply be trying out a semester or a class without using their approved accommodations.
• If instructors see Accommodation Letters in MyDRC and the student(s) had not presented them with a Letter, instructors should not approach the students or extend exam/quiz time.
• The Accommodation Letter states at the top:  Student must present this letter to the instructor prior to the Accommodations taking effect. Accommodations, such as extended quiz/exam time, should only be applied in Canvas or in the classroom, etc. IF the student presents the instructor with a DRC Authorized Academic Accommodation Letter (e-mail or in person).
• Instructors should ONLY adjust exam/quiz time in Canvas if/when the DRC student gives them the Accommodation letter (this may occur at ANY time in a given semester).
• If a student tells a professor they have been approved extended time for exams, the professor can check this by visiting MYDRC, however, legally, instructors can still request the student provides them with a copy of the Accommodation Letter.

To log-in to MyDRC you will need your Palomar student e-mail address and password. It is the same log-in information that you use to access Canvas.

If you have any questions or trouble accessing MyDRC please contact the DRC office at 760-744-1150, Ext. 2375

Faculty Quick Tips

The Disability Resource Center (DRC) provides support services, specialized instruction, and accommodations to students with physical, psychological, learning disabilities, and other health-related issues, promoting full participation from an equitable college experience.

• The DRC office is your resource for information and support to accommodate students with disabilities.
• If you notice a student struggling in your class who could benefit from the DRC, it may be appropriate for you to make a referral. Address your concerns with the student directly and in private. Mention that you have noticed the student has been having difficulty in an academic area and encourage the student to seek out support services on campus such as DRC. Our office can then assist the student by determining program eligibility, referring them for an assessment, and/or providing support services.
• Remember that multimedia materials are required to be accessible. For example, all materials must be captioned prior to being shown if you have a student requesting that accommodation. If you require assistance with any of your class materials in alternate media formatting, please submit your request to. The Access Technology Center, drc_atc@palomar.edu
• For more information about Section 508, an amendment to the United States Workforce Rehabilitation Act of 1973, a federal law mandating that all electronic and information technology developed, procured, maintained, or used by the federal government be accessible to people with disabilities, or https://www.section508.gov.
• Add a simple statement regarding students with disabilities on your syllabus.

Sample Syllabus Statement

Students with disabilities who may need academic accommodations (e.g. test accommodations), interpreting/captioning, academic and disability management counseling, etc. are encouraged to discuss their authorized accommodations (listed on an official Academic Accommodation Letter provided to the student) from the Disability Resource Center (DRC) with their professors. Students should provide timely notice of the authorized accommodation(s) to the professor to allow sufficient time for the accommodation(s) to be implemented. The faculty member will work with the DRC Office to ensure that proper accommodations are made.

Students seeking to apply for and request disability-related accommodations are invited to contact the DRC at 760-744-1150, Ext. 2375, stop by the DRC office in the DSPS building, or visit the DRC at https://www.palomar.edu/drc/.

Service Animals

This document describes the procedures for the use of service animals by students and employees at Palomar College. Palomar College complies with the Americans with Disabilities Act (ADA) in allowing use of service animals for students, staff and visitors.

Service Animal Definition: 

A service animal as per the ADA is defined as:

Any dog that is individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. Other species of animals, whether wild or domestic, trained or untrained, are not service animals for the purposes of this definition. The work or tasks performed by a service animal must be directly related to the owner’s disability. Examples of work or tasks include, but are not limited to, assisting individuals who are blind or have low vision with navigation and other tasks, alerting individuals who are deaf or hard of hearing to the presence of people or sounds, providing non-violent protection or rescue work, pulling a wheelchair, assisting an individual during a seizure, . . . retrieving items such as medicine or the telephone, providing physical support and assistance with balance and stability to individuals with mobility disabilities, and helping persons with psychiatric and neurological disabilities by preventing or interrupting impulsive or destructive behaviors. The crime deterrent effects of an animal’s presence and the provision of emotional support, well-being, comfort, or companionship do not constitute work or tasks for the purposes of this definition.

Qualifying to have a service animal on campus 

For an individual to qualify for having a service animal on campus:

• The student must have a disability as defined by the ADA;
• The accompanying animal must be trained to do specific tasks for the qualified individual

Students who require the use of a service animal on campus are encouraged to contact DRC to register as a student with a disability. Information provided to DRC is confidential and specific information about the disability will not be released without the consent of the student.

District-Specific Information:

The District will allow an individual with a disability to use a service animal in District facilities and on District property in compliance with state and federal law.

The District will allow an individual with a disability to use a miniature horse as a service animal in District facilities and on District property if the miniature horse has been individually trained to do work or perform tasks for the benefit of the individual with a disability and the District has determined, based on the assessment factors provided in this procedure, that a reasonable accommodation can be made.

The District will allow an individual with a disability to be accompanied by his/her service animal in all areas of the District’s facilities where members of the public, invitees, clients, customers, patrons, or participants in services, programs or activities, as relevant, are allowed to go.

These procedures shall also be applicable to an individual who is training a service animal.

If it’s not readily apparent that an animal is trained to do work/perform tasks, then District employees may ask two questions ONLY:

1. Is the animal required because of a disability; and
2. What work/task is the animal trained to perform?

District employees may NOT ask about the nature/extent of the disability, may NOT require documentation that the dog is trained or is a service animal, and may NOT ask the dog to perform the work/task.

The following resources may be helpful when seeking more information regarding service and emotional support animals:

Palomar College Policies

Palomar Board Policy 3440 – Service Animals

Palomar Administrative Procedure 3440 – Service Animals

Department of Justice

Frequently Asked Questions about Service Animals and the ADA

Faculty Resources in the Classroom

Resources for Postsecondary Faculty to Enhance Student Access and Learning as well as Legal Compliance

The DO-IT (Disabilities, Opportunities, Internetworking, and Technology) Center at the University of Washington is dedicated to empowering people with disabilities through technology and education. It promotes awareness and accessibility—in both the classroom and the workplace—to maximize the potential of individuals with disabilities and make our communities more vibrant, diverse, and inclusive.

The DO-IT Center provides resources for students with disabilities, K-12 educators, postsecondary faculty and administrators, librarians, employers, parents, and mentors.

Visit DO-IT’s The Faculty Room, a space for faculty and administrators at postsecondary institutions to learn about how to create on-site and online courses that maximize the learning of all students, including those with disabilities.
http://www.washington.edu/doit/
http://www.washington.edu/doit/programs/accesscollege

The Student with Disability Experience

To gain a deeper understanding of the varied experiences and perspectives of students with disabilities, consider watching these brief informative videos told from the perspective of college students with a range of different disabilities. These videos and the stories will better acquaint faculty with students’ challenges, experiences, and instructional supports that are effective in promoting greater access and success.

From Where I Sit is a powerful video series featuring eight CSU students with disabilities who share their experiences in the college classroom. They tell their stories by answering five questions:

• What is your disability?
• What made you decide to come to college?
• What is it like in the classroom?
• What do you have to do to keep up with the class?
• What suggestions can you offer to faculty that will make their classroom more accessible?

View additional free and informative videos

The Legal Corner

The Laws that Govern Disability in the Higher Education Arena

Section 504

Section 504 of the Rehabilitation Act of 1973 is a law that protects individuals from discrimination based on their disability in connection with any public or private program or activity receiving federal financial assistance. The Act is divided into seven Subparts. Subpart D applies to K-12 schools and Subpart E applies to postsecondary institutions. A 504 Plan is developed when a K-12 student needs certain accommodations and modifications to either the physical space in the school or the learning environment (but not a special education program, as that would be part of an IEP under the IDEA). Subpart E states that postsecondary students must be granted the opportunity to compete with their non-disabled peers.

The ADA/ADAAA

The ADA stands for The Americans with Disabilities Act of 1990. The ADA is a federal civil rights law designed to provide equal opportunity for qualified individuals with disabilities, including students. The ADA prohibits discrimination on the basis of a qualified disability and ensures that qualified disabled students can have equal access and opportunity for participation in the programs, services and activities offered by a recipient of federal financial assistance. The ADA was amended in 2008 by, among other things, expanding the definition of disability and what it means to be regarded as disabled under the statute.

Section 508

Section 508, an amendment to the United States Workforce Rehabilitation Act of 1973, is a federal law mandating that all electronic and information technology developed, procured, maintained, or used by the federal government be accessible to people with disabilities.

Title 5

Disabled Student Programs and Services (DSPS) (Education Code, Section 84850 and Title 5, California Code of Regulations (5 CCR) Sections 56000-56076) were enacted in 1976 through the passage of Assembly Bill 77 (Lanterman), which funds support services and instructional programs for students with disabilities in the California Community Colleges.  DSPS assists colleges to provide academic adjustments, auxiliary aids, services and/or instruction for students with disabilities to support their student success and to meet the requirements of federal and State non-discrimination laws, including Sections 504 and 508 of the federal Rehabilitation Act, the Americans with Disabilities Act (ADA), The Americans with Disabilities Amendment Act (ADAA), and State Government Code Sections 11135-11139.5.