Student Disability Handbook

Published by

University of Phoenix

Office of Compliance

2013

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Table of Contents

I. Introduction to University ADA Policy ……………………………………….….…2

II. Student Accommodation Flowchart ……………………………………..……….….3

III. Disability Services Advisors ……………………..……………………………….…4

IV. Student Rights & Responsibilities ………………………………………...………....5

V. Definition, Determination, and Negotiation of Reasonable Accommodations……....7

VI. Medical Documentation ………………….………………………………….………8

VII. How Accommodations Work ………………………………………….…….………9

VIII. Student Accommodation Forms ……………………………………….…….……..15

o Student Self-Disclosure Statement

o Student Rights and Responsibilities

o Student Release of Information

o Student Disability Information/Verification

o Student Accommodation Agreement (SAMPLE)

o Notetaking Services – Notetaker & Student Responsibilities

o Student Equipment Agreement

IX. Faculty Notification Process ………………………………………………………..26

X. ADA Grievance Process …………………………………………..………………..27

XI. Frequently Asked Questions ………………………………………………………..30

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I. INTRODUCTION TO

UNIVERSITY ADA POLICY

The purpose of this Handbook is to provide students with information about University

of Phoenix (University) policies and procedures related to the Americans with

Disabilities Act of 1990 (ADA), Section 504 of the Rehabilitation Act of 1973, and the

ADA Amendments Act of 2008. As an educational institution that participates in federal

financial aid programs, the University is subject to federal laws governing student civil

rights.

University of Phoenix recognizes and accepts its obligations under the Americans with

Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, and the ADA

Amendments Act of 2008, prohibiting discrimination on the basis of disability and

requiring the University to provide reasonable accommodations to otherwise qualified

disabled individuals in all University programs, activities, and employment.

No student shall be retaliated against for seeking accommodation under this policy or for

participating in any grievance procedures brought against the University because of

alleged non-compliance with the policy.

Accommodations are available for otherwise qualified students with a temporary or

permanent health situation who complete the accommodation application process.

Accommodations are determined on a case-by-case basis by the Disability Services

Office (DSO), depending on the student’s particular circumstances. Students who would

like to request information about the accommodation process or who have questions

about this Handbook should contact the DSO.

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II. STUDENT ACCOMMODATION FLOWCHART

The student self-discloses the disability and limitations to

the disability services advisor.

The student provides the disability services advisor

with the necessary application forms and medical

documentation.

The student and the disability services advisor discuss

reasonable accommodations and complete a Student

Accommodation Agreement.

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III. DISABILITY SERVICES ADVISORS

Upon receiving notification that a potential or current student has self-disclosed a

disability, a disability services advisor (DSA) will contact that student and work with

him or her to determine reasonable accommodations and complete the University

accommodation process.

To contact the Disability Services Office (DSO) and find a DSA, please visit:

http://www.phoenix.edu/students/disability-services/disability-services-advisors.html

Communication between the student and the DSA is critical in order to provide

reasonable accommodations and address concerns in a timely fashion.

Students should immediately contact the DSA:

When their course schedule and/or assigned faculty member for a course

changes.

When their campus location changes. For example, if a student plans to

change his/her desired learning format: e.g. moving from a ground campus to

Online, vice versa, or from one ground campus to another ground campus.

Accommodations may not automatically transfer from one campus to another

and could require additional time to implement.

When returning from a break or leave of absence in their program.

Accommodations may not automatically be re-activated upon return without

proper notification to the DSA.

When/If a problem occurs with their classroom accommodations.

When they have any questions, concerns, or updates regarding the agreed

upon accommodations.

Your assistance is greatly appreciated for ensuring that our DSAs can best assist

you during your educational pursuits.

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IV. STUDENT RIGHTS & RESPONSIBILITIES

To arrange for reasonable accommodation(s) for your disability, it is suggested you

follow and complete the University of Phoenix self-disclosure process at least six weeks

in advance of your course start date. You must (i) self-disclose any disability; (ii)

provide necessary documentation of the disability; and (iii) submit your request for

accommodations to the disability services advisor (DSA). A student may be eligible for

accommodations only after completing the process to request accommodations. Courses

completed with University of Phoenix (UOPX) prior to a request for an accommodation

will not be considered for re-evaluation of grades.

PROCESS FOR ACCOMMODATION

STEP ONE. SELF-DISCLOSURE. Self-disclosure and requesting accommodation

are the first steps in advising us of your disability and assuring that accommodations will

be made while pursuing your academic endeavors at University of Phoenix. Submitting a

signed Student Self-Disclosure Statement form begins the process.

STEP TWO. DOCUMENTATION. We request documentation from a certified

diagnosing professional that accurately reflects your current condition(s). The Student

Release of Information form allows the diagnosing professional to send UOPX

documentation supporting your disability. Please consult with your DSA regarding any

questions about documentation.

STEP THREE. ACCOMMODATION NEGOTIATION. The University is

committed to providing equal access to educational programs for all otherwise qualified

students in an effort to promote the ability to achieve required program outcomes. Once

acceptable documentation of the disability has been received, the DSA will review the

documentation, any recommended accommodation(s) from the diagnosing professional,

and your requested accommodation(s). You and the DSA will discuss options for your

reasonable accommodation(s). Your agreed upon accommodations will be documented

in your Student Accommodation Agreement. Please note that different accommodations

may require different amounts of time to arrange, ranging from an hour or less to five or

six weeks, depending on the accommodation(s).

STEP FOUR. COMMUNICATION. The faculty member(s) for your course(s) will be

notified of the agreed upon accommodation(s) and ensure the accommodation(s) is

provided. If there is a change in your course schedule or faculty member, you must

notify the DSA immediately to ensure proper communication of the accommodations. If

you withdraw from the University and return at a later date, you must notify the DSA

upon your return in order to re-activate the agreed upon accommodations. You may be

required to self-disclose and document your disability upon re-entry. If you transfer from

one campus to another campus within UOPX, you must notify your DSA immediately to

ensure that your accommodations can be arranged at the receiving campus.

Accommodations will not automatically transfer with you to a new campus. Both the

DSA and the receiving campus must be notified of the transfer. Individuals who require

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assistance during an emergency situation must self-disclose this need to the DSA. The

DSA (in conjunction with the campus security authority) should develop a personal

emergency plan for the student including specific notification and evacuation procedures

which would be utilized in the event of an emergency, regardless of whether the student

intends to apply for or receive academic accommodations.

STEP FIVE. COPYRIGHT LAW. If a book is used in an alternative format, you must

either purchase the hardcopy textbook or pay the rEsource fee. Alternative formats may

include tapes, CDs, electronic copies, and printed rEsource E-books. This does not

include the electronic texts available via rEsource.

STEP SIX. COMPLAINTS/GRIEVANCES. If an issue arises regarding: (i) your

accommodation(s); (ii) delivery of your accommodations in a course; (iii) the classroom

environment, as related to your disability or accommodations; or (iv) other challenges or

difficulties related to your disability, consult with the DSA immediately and/or complete

an Initiation of Formal ADA Grievance form. Those students who wish to file a formal

ADA grievance must complete the Initiation of Formal ADA Grievance form within six

(6) weeks after the alleged action occurred or the grade in the particular course from

which this incident arose has been issued, whichever comes last and provide any

supporting information to the DSA. The six week limitations period may be extended if

the student provides documentation of appropriate extenuating circumstances.

STEP SEVEN. PROBLEM RESOLUTION. If you are unable to resolve an issue or

feel uncomfortable addressing these issues with your DSA, you may contact a member of

the Disability Services Office management team at:

http://www.phoenix.edu/students/disability-services/advisors.html. Upon receipt of your

communication, we can help you address the issue, and, if necessary, instruct you how to

initiate a formal grievance. University policy and federal law mandate that a student shall

not be retaliated against for filing or participating in a complaint brought against

University of Phoenix alleging non-compliance with the Americans with Disabilities Act

of 1990 or Section 504 of the Rehabilitation Act of 1973.

Information regarding your disability and resulting accommodation(s) is confidential and

released strictly on a need to know basis to those providing your accommodation(s). We

wish you success as you pursue your academic goals at University of Phoenix. If you

have any questions or concerns at any time, please consult with your DSA.

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V. DEFINITION, DETERMINATION, AND NEGOTIATION

OF REASONABLE ACCOMMODATIONS

Reasonable accommodations are modifications or adjustments that ensure equal access to

opportunity and/or access to University facilities, programs, and activities for persons

with disabilities by attempting to remove the impact of an impairment of a major life

activity. Reasonable accommodations are determined on a case-by-case basis. Students

will engage in an interactive process with the disability services advisor (DSA) to

identify limitations resulting from the disability and come to an agreement on what would

be reasonable accommodations.

Reasonable accommodations are determined by the medical documentation verifying the

disability, the student’s signed Student Self-Disclosure Statement, and the conversations

between the student and the DSA. The medical documentation should include

recommended accommodations from the student’s diagnosing professional. The Student

Self-Disclosure Statement is the student’s account of the presenting limitations, any

previously received accommodations, if any, and/or current accommodation needs. The

student and the DSA will review these requested accommodations as well as University-

provided resources to reach a decision. Upon agreement, the student and the DSA will

complete and sign a Student Accommodation Agreement, which will formally initiate the

accommodations.

Please consult with the DSA for more information.

Examples of possible accommodations (this is not an all-inclusive list):

Additional time for individual assignments or tests

Assistive software such as screen-readers, voice recognition, magnification, etc.

Alternate formats of class materials

Sign language interpreters

Notetakers or tape recorders

Unreasonable accommodation requests include the following:

Any request for accommodation that requires a substantial change in an essential element

of the University’s core academic curriculum.

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VI. MEDICAL DOCUMENTATION

The University generally requires documentation from a certified diagnosing

professional that verifies the current condition of the disability. The Student Release

of Information form can be used to grant permission to the diagnosing professional to

send documentation supporting the disability to the disability services advisor (DSA).

In addition, the Student Disability Information/Verification form details the

information to be included within the medical documentation. Please contact the

DSA to discuss medical documentation requirements.

If there is a change in the student’s condition or in his/her original accommodation

request, additional documentation may be required to support this request. Please

contact the DSA immediately to discuss any changes with a condition or a need to re-

negotiate an existing Student Accommodation Agreement. Accommodations added to

an original Student Accommodation Agreement may not be implemented immediately

and may require the appropriate time to set-up.

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VII. HOW ACCOMMODATIONS WORK

Interpreting Services

University of Phoenix interpreters/closed captioning (CC) providers are expected to

conduct themselves in a manner consistent with the professional standards set by the

Registry of Interpreters of the Deaf (RID) Code of Ethics (e.g. interpreters shall maintain

confidentiality, render the message faithfully, refrain from interjecting personal opinions,

and function in a manner appropriate to the situation, etc.). However, interpreters/CC

providers may, at times, need to share classroom accommodation related issues with

other campus staff on a “need to know” basis.

1. The student will need to request course interpreter/closed captioning services as soon

as s/he has registered, as it sometimes takes a couple weeks or more to contract

interpreters/providers. There may be a delay in receiving interpretation services if the

request for an interpreter is made less than one week prior to the time such services

are required.

2. On the first day of class, the student should arrive a few minutes early and introduce

him or herself to the interpreter/CC provider. The student should also be sure his/her

seat in each classroom meets his/her individual requirements. It is important that the

student has a direct line of vision to the faculty member, the board or screen, and the

interpreter.

3. If a student is running late, the interpreter/CC provider will wait 20 minutes. If the

student does not arrive to class within this time frame, the interpreter/CC provider

will leave.

4. “No-Show” Policy: Students are expected to notify the Disability Services Office at

least 72 hours in advance if they will not be attending a class in which an

interpreter/CC provider is scheduled.

1st no show/no call: It is the student's responsibility to arrange a meeting with the

disability services advisor to discuss.

2nd no show/no call: It is the student's responsibility to arrange a meeting with

the disability services advisor to discuss.

3rd no show/no call: It is the student's responsibility to arrange a meeting with

the disability services manager or director of disability services to discuss

attendance of interpreting/CC service.

5. The student is expected to communicate with the interpreter/CC provider. If a student

has problems understanding the signs used or has any other concerns, the student

should first discuss the concerns with the interpreter/CC provider. On the first day of

class, the student can let the interpreter/CC provider know if s/he will be voicing for

him or herself or if the student would prefer the interpreter/CC provider voice on

his/her behalf. If a student’s concerns are not resolved after talking with the

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interpreter/CC provider, the student should address the concerns with the disability

services advisor.

6. The student should direct any questions about the class information to the faculty

member. The interpreter/CC provider can assist by signing your question(s) to the

faculty member.

7. If the student needs an interpreter/CC provider for any other meeting (learning team

workshop, lab, etc.), s/he must advise the disability services advisor.

8. If the student changes his/her class schedule by adding or dropping a class, the

student must notify the disability services advisor as soon as possible.

9. If the interpreter/CC provider does not arrive to class, the student should immediately

contact the disability services advisor.

Large Print Items and Alternate Formats of Textbooks/Class Materials

For hardcopy large print accommodations, the DSA will be responsible to print

the upcoming course materials to be delivered to the student in time for the course

to begin.

For enlarged print or electronic materials, the DSA may provide assistive

software, such as a screen magnifier, voice recognitions, screen readers, etc. for

accommodated students.

Writing Lab Accommodation

The Center for Writing Excellence (CWE) is a resource for all University of Phoenix

students and faculty.

CWE offers an Extended Review Service for students who qualify for this

accommodation, which consists of a CWE Review of six double-spaced pages of text for

course-assigned essays. Students will need to review the rest of the paper and the

reference page carefully to locate errors similar to those pointed out by the CWE

Reviewer.

Notetaking and/or Typing Assistance

Typically, notetaking services can be provided by a classroom volunteer who is

reimbursed by the campus for his/her rEsource fee.

If the accommodated student has a friend in the same class or fellow classmate

that they are comfortable asking to serve as their notetaker, this is the best

scenario. The notetaker should be referred to the DSA to complete ADA Service

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Agreement and Notetaking Services – Notetaker & Student Responsibilities

forms.

If the accommodated student is not comfortable asking a fellow classmate, then

the faculty member would ask for a class volunteer at the beginning of the first

night of class. This would be handled in a confidential manner. The notetaker

does not know who they are taking notes for in class. They only know that their

services are needed. Once the faculty member identifies a volunteer notetaker,

the faculty member should refer the notetaker to the DSA to complete the

documents noted above.

If a faculty member keeps notes for their course (i.e. – outline or other format)

that covers all of the necessary information in class, this would also be an

acceptable method of providing the appropriate course notes to an

accommodated student.

How are notes delivered to the accommodated student?

It is important that accommodated students receive their notes the same night of the

class. All other students are able to leave class with notes and therefore the

accommodated should be afforded the same opportunity.

If it is a friend that is the notetaker, the friend would make copies after class and

provide the notes to the accommodated student.

If it is a class volunteer identified by the faculty member that is the notetaker, then

this is a confidential situation. The class volunteer does not know who they are

taking notes for in the class. Therefore, the class volunteer would provide his/her

notes to the faculty member. The faculty member would make copies after class

and return the original notes to the class volunteer. The faculty member would

provide the copy to the accommodated student.

The DSA should provide a Notetaking Services – Notetaker Student Responsibilities

form to both the notetaker and the student who receives this accommodation which

details the expectations for providing/receiving notes.

Authorization to Tape Record Lectures/Discussion.

Depending on the student’s conversation with the DSA, the University may provide a

recording device to qualified individuals. The DSA should provide a Student Equipment

Agreement form to the student who receives this accommodation which details the

expectations for maintaining and returning equipment.

Recorded lectures may be used for the limited purpose of personal study only. They may

not be shared, published, or used for any other purpose without the prior written consent

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of the lecturer. The faculty member will be notified before class begins that a student may

be recording the lectures as a reasonable accommodation.

If there is a student/individual in class who does not wish to be recorded, the

accommodated student should stop their recording device (when the individual is

speaking) and re-start afterward.

Additional Time for Completing Tests/Exams

Please contact the DSA or refer to the Student Accommodation Agreement for specific

calculations of additional time for this accommodation. If, due to other approved

accommodations, a student requires a reschedule of a FINAL exam in order to properly

prepare, s/he must contact the DSA immediately so it may be arranged with the faculty

member.

In order to help protect the confidentiality of students with disabilities, proctoring

additional time for live quizzes/exams should be arranged with the faculty member.

Please contact the DSA to discuss the details and to determine when/how the tests or

quizzes will be taken. It would be appropriate for the faculty member to schedule a

date/time to proctor the exams with the student one-on-one. Some faculty members have

been asked to provide live exams/quizzes at the beginning or the end of the class period.

That way, the student can arrive early and begin taking the quiz so s/he finishes around

the same time as the other students. Or the faculty member can give these at the end of

the course, allowing the student to stay after class to complete it.

In most UOPX business and general education courses, an additional time version of the

online final exam is available on eCampus. Accommodated students should access the

Alternative Assessment Option for Faculty or I need the alternative version of this

Quiz link. Students who do not receive this accommodation should not access and use

this assessment. The faculty member will be able to tell if a student who does not qualify

for this accommodation takes this assessment.

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Additional time for completing individual assignments

The student is to be allowed additional time to complete individual assignments.

Individual assignments are only those individual projects or papers due during the

class. This does not extend to participation, group assignments or weekly

summaries. This additional time must be granted without penalty, but the student

must complete and submit all work.

If, before the final day of class, the student requests additional time from the

DSA, the student shall be granted an Incomplete until the deadline date

determined by the DSA has expired. The faculty member will be told by the DSA

to grant the student an In Progress Extension grade (IX). The student must meet

the regular campus attendance requirements. This accommodation does not

modify participation and Learning Team work deadlines.

Additional time does not apply to companion courses for field practicum,

internship, seminar, student teaching or any other off-site program components.

For additional information, please contact the DSA directly.

Operational Needs or Special Arrangements

This can include approved testing accommodations (e.g. private room, etc.), residency

considerations, or anything else deemed a reasonable accommodation. This section may

include a more detailed description of the accommodation(s) checked or ones that do not

fall into one of the above categories.

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VIII. STUDENT ACCOMMODATION FORMS

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IX. FACULTY NOTIFICATION PROCESS

University of Phoenix faculty members are notified at the beginning of each course of

any qualified student in their class who will require accommodations via the Faculty

Notification of Disability Services form and are responsible for providing the

accommodations. Please note that the faculty member is only notified of the agreed

upon accommodations. Faculty members are never notified of student-specific

disabilities or limitations as this is confidential information and only known by the

disability services advisor (DSA). Students are the only individuals who may release

personal information regarding a disability or limitation to a third party, should they

choose to do so.

Faculty members are not responsible for providing informal accommodations to

students who have not self-disclosed, completed the application process, and/or

completed a formal Student Accommodation Agreement form with the DSA.

If you have entered into a formal Student Accommodation Agreement with the

University and a faculty member has not received the Faculty Notification of

Disability Services form, please contact your DSA immediately.

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X. ADA GRIEVANCE PROCESS

If an issue arises regarding: (i) your accommodation(s); (ii) delivery of your

accommodations in a course; (iii) the classroom environment, as related to your disability

or accommodations; or (iv) other challenges or difficulties related to your disability,

consult with the disability services advisor (DSA) immediately and/or complete an

Initiation of Formal ADA Grievance form. The DSA will work with you to immediately

resolve the issue. Students are encouraged to engage in the complaint resolution

procedures described below, but are not required to do so, prior to filing a formal

grievance.

Complaints

The DSA will contact the student to discuss the concerns. The DSA should investigate

the facts and attempt to resolve the situation. All complaints must be addressed in a

reasonable and timely manner that does not compromise the academic integrity of the

University.

Grievances

Those students who wish to file a formal ADA grievance must complete the Initiation of

Formal ADA Grievance form and submit a Formal ADA Grievance Letter as soon as

possible, and no later than six (6) weeks after the issue occurred or the grade in the

particular course from which this incident arose has been issued, which ever comes last,

and provide any supporting information to the DSA. Formal ADA grievances submitted

outside of the 6 week timeframe will not be reviewed unless documentation of

appropriate extenuating circumstances is provided.

Upon receipt of a grievance, the Office of Dispute Management (ODM) will investigate

the allegations. ODM will strive to complete the investigation within 21 days of receipt

of the grievance and conduct a review by the ADA Grievance Review Board (AGRB). In

the event that ODM is unable to complete the investigation within 21 days, ODM will

advise the grievant as to the status of the grievance and an estimated timeframe for

resolution. The AGRB shall consist of one management representative or his/her

designee from each of the following: Office of Dispute Management, University Office

of Compliance, and the Disability Services Office. No person reviewing a submitted

grievance shall have participated in prior attempts to resolve the complaint.

Upon completion of the review by the AGRB, a decision letter will be sent to the student

at all active email addresses on file with the University, as well as by physical delivery

via regular United States Postal Service. If no appeal is filed as described below, the

decision of the AGRB becomes final.

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Grievance Appeals

Students may appeal the decision of the AGRB to the ADA Administrative Appeals

Board (AAAB) by submitting such appeal in writing within fourteen (14) days of

electronic delivery of the AGRB decision letter. The AAAB shall consist of one senior

management representative or his/her designee from each of the following: Office of

Dispute Management, University Office of Compliance, Academic Affairs, and the

College of the student’s degree program. The AAAB decision letter will be sent to the

student at all active email addresses on file with the University, as well as by physical

delivery via regular United States Postal Service. The decision of the AAAB is final.

Legal Action

If the student is still not satisfied with the University’s attempted resolution, s/he may

pursue legal action or file a complaint with the Office for Civil Rights (OCR).

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XI. FREQUENTLY ASKED QUESTIONS

What accommodations am I eligible to receive?

Accommodations are determined on a case-by-case basis. Please contact a disability

services advisor (DSA) (http://www.phoenix.edu/students/disability-

services/advisors.html) to discuss reasonable accommodations based on your specific

limitations.

Do I have to pay for my accommodations? No. The University provides reasonable accommodations to eligible students with

disabilities without charge.

Does University of Phoenix provide testing to identify a learning disability? University of Phoenix does not provide testing services to identify a learning disability.

Students are encouraged to contact their family doctor, or other diagnosing professional,

for referrals. Diagnosing professionals are those individuals licensed and properly

credentialed in their field of expertise.

Is financial assistance available through the Disability Services Office (DSO) for

students with disabilities?

No. Check with your finance advisor. Outside agencies may provide support such as

vocational rehabilitation, workers compensation and job services. The Veterans

Administration may also be able to assist if you are an eligible veteran.

What if my condition changes and I need to request additional accommodations?

Accommodations are based on your current condition. If you are receiving

accommodations and your condition changes, please contact your DSA immediately. The

DSA will request verification supporting your request for additional accommodations.

Once the additional agreed-upon accommodations are determined, the DSA will

complete an updated Student Accommodation Agreement that will require your signature.

What if I need to miss multiple classes in excess of the University of Phoenix

attendance policy?

All students must abide by the University’s attendance policy. There are no exceptions

based on documented disabilities. Please contact your academic representative to discuss

your options for attendance to include rescheduling or dropping a course.

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What if my faculty member does not want to provide me with reasonable

accommodations?

Faculty members cannot refuse to implement a student’s accommodations. If you believe

that your accommodations are not being properly implemented, please contact your DSA

immediately. Many times, these situations are due to miscommunication. Faculty

members are trained regarding their disability services responsibilities and receive formal

notification of accommodations for any eligible students in their class.