Services for Students With Disabilities
Policies & Procedures
Select any index header below to be taken to that section.
1.0 Introduction
Southern Methodist University (SMU) and the Office of the Dean of Student Life are committed to providing a supportive and challenging environment for students with disabilities who choose to attend SMU. Additionally, federal law requires that all students with disabilities be provided with reasonable accommodations for their certified disabilities. SMU is proud to be an educational institution that welcomes and supports a diverse student body, and we hope to create a learning environment that encourages as well as challenges all students.
SMU provides a variety of services to assist students with disabilities in becoming active members of the University community. These services vary, on a case-by-case basis, according to the individual needs of each student. The majority of these services are coordinated by the Services for Students with Disabilities (SSD) area of the Office of the Dean of Student Life. Supporting the academic efforts of students with disabilities is an important goal of SSD.
The Americans with Disabilities Act (ADA) of 1990 and Section 504 of the Rehabilitation Act of 1973 help to protect individuals with disabilities from discrimination. Academic accommodations and policy modifications may be provided only if not having them would result in discrimination. Academic accommodations are not provided simply because a person has a disability. The purpose of accommodations and modifications is to assure that students with disabilities may have access to programs and services and to the opportunity to succeed academically.
2.0 Mission Statement
Services for Students with Disabilities (SSD) is a part of the Office of the Dean of Student Life. As such, it shares its three-fold mission to: 1) educate students and the SMU community by providing opportunities for learning and personal growth, clarifying values, and developing skills that promote responsible citizenship; 2) assist students in acquiring and refining skills, knowledge, attitudes, and resources which expand the learning process; and 3) help maintain a supportive and challenging learning community by promoting environmental factors which enhance student development, and by eliminating or minimizing environmental obstacles.
The mission of SSD is carried out by:
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Assisting students with disabilities in overcoming environmental barriers and by providing them with reasonable academic accommodations and support services that may reduce the impact of their disabilities on their experiences at SMU
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Promoting community awareness of the needs and capabilities of students with disabilities
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Serving as a resource for members of the University community, prospective students, parents, and members of the public who interact with the University community
- Exploring, researching, and improving service options for students with disabilities in postsecondary education.
3.0 Disability Law
The rights of students with disabilities are protected by Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA), both of which are laws aimed at ending discrimination against persons with disabilities. Section 504 reads as follows:
No otherwise qualified individual with a [disability] in the United States shall, solely by reason of a [disability], be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance.
Under the provisions of Section 504, SMU may not:
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Limit the admission of otherwise qualified students with disabilities based upon their disabilities
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Make pre-admission inquiries mandating an answer as to whether an applicant has a disability
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Exclude an otherwise qualified student with a disability from any course of study
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Provide less financial assistance to students with disabilities than is provided to other students
- Counsel students with disabilities into more restrictive career paths than are recommended to non-disabled students
The ADA extends this anti-discrimination legislation to all institutions of higher education whether or not they receive federal financial assistance. This statute became effective on January 26, 1992. It provides comprehensive civil rights protection to individuals with disabilities in the areas of employment, state and local governments, public accommodations and telecommunications. The ADA consists of five titles of which Title III applies to SMU students. Title III covers the accessibility and availability of programs, goods, and services provided by public and private entities. Although the Act uses the term "public accommodation," it refers to use by the public rather than operation by a public entity. By definition, a public accommodation can be privately owned, operated, and/or offered.
4.0 Outreach and Identification of Students with Disabilities
Students with disabilities are not required to identify themselves as having a disability; thus their use of the services provided by SSD is optional. Therefore, SSD staff attempts to ensure that students know of these services so they may avail themselves of the opportunities if they wish to do so. Also, SSD staff works with faculty, staff, and administrators to inform them of the services available so they may refer students to this office as appropriate. Outreach efforts include the following:
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Information about services is included in admissions information and brochures for prospective students.
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Requests for information about disability services are met by telephone or mail reply.
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Open lines of communication are maintained for dialogue between SSD and academic advisers in the colleges, among faculty and residence assistants, with Health Center and Learning Enhancement Center personnel, and others, to enable them to refer students to the appropriate office on campus.
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Presentations about available services and working with students with disabilities are made to departments, such as Residence Life and Student Housing and the Dedman College Advising Center.
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Fliers giving information on SSD are included in the orientation materials distributed to new students.
- Course syllabi include referral to SSD regarding accommodation needs.
5.0 Student Contacts
If a student is in need of a reasonable accommodation, it is that student's responsibility to contact the SSD Office, as the ADA requires the person with a disability to self-identify, provide bona fide certification of a disability, and request a reasonable accommodation or accommodations. The SSD office will work directly with the student with a disability to explore needs and services.
5.1 Initial Contact with SSD
When students initially contact SSD, they will be asked to describe the nature of their concerns in order to determine the most appropriate assistance to provide. Students will be informed at this initial contact that they will need to provide appropriate documentation (see Section 6) of their disabilities, suggested accommodations if applicable, and histories of the accommodations they have received in prior educational environments.
5.2 Student Data
(This section is primarily for office use.) It indicates how long documentation will be kept, and provides SSD staff with information regarding the actual status of each student’s interaction with SSD. The status options are Contact, Pending, Active, or Inactive.
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Contact - Files are in Contact status after students have contacted the SSD office requesting information, but before the students have submitted documentation. An alphabetical listing of students in the Contact status will be maintained by the Director for one year, indicating when they contacted SSD, what steps the students plan to take, and any recommendations or referrals made to the students.
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Pending - Files are in Pending status once a student has submitted adequate documentation of a disability, but has not had an intake interview. All students in Pending status will have an individual student file created by the support staff. Files considered Pending for two full semesters will be shredded at the end of that time period.
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Active - Student files will be considered Active when the appropriate documentation (see Section 6) has been received and approved by the SSD Director, and after completion of an intake interview. Files are considered Active once the Director has completed the intake form. All files in Active status will be entered and will remain on the database. Such files will retain Active status as long as the student is enrolled in the University.
- Inactive - Active files will be moved to Inactive status if a student is not enrolled for one long semester, but will be returned to Active status upon the student’s re-enrollment. Students who re-enroll after missing one full semester must notify SSD that they have returned in order to reactivate their files. The files of students who return to the University after one full semester will be reevaluated to determine if circumstances have changed necessitating the receipt of additional documentation. Effective June 1, 2003, all files will be shredded after five (5) years of Inactive status.
5.3 Intake Interview Procedures
Students who provide SSD with appropriate documentation of a disability will be asked to schedule an intake interview with the SSD Director. The Director will discuss what services are available from SSD and other University offices, and what academic, programmatic, or physical accommodations might be appropriate for the student. The list below contains examples of the types of information that may be gathered. The interview will be tailored to meet the needs of each student based on the disability and the types of accommodations and services he/she might need.
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Biographical information - student’s name, Social Security Number, classification, intended major, campus and e-mail addresses
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Referred by - who referred the student or how the student learned about the SSD office
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Academic Background – high school attended, year graduated, previous colleges or universities attended, academic achievement as perceived by the student and/or academic records, length of time since last enrolled in an educational setting, brief description of the student’s perception of his/her educational experiences. The type and level of detail may vary depending upon the student’s situation.
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Pertinent History – information that would be relevant to making decisions about appropriate accommodations and modifications. Examples of such information include: etiology, age of onset, description of disability or the problems that the student has had or is currently experiencing, the depth of knowledge the student has regarding his/her disability, functional limitations, the student’s method of handling his/her disability emotionally and in terms of his/her educational process. Identify what accommodations, if any, the student has been granted in the past. Identify what accommodations and/or services the student would like to receive and his/her expectations of the office. Indicate any current concerns that the student may have as well as any past experiences that may have an impact on his/her educational progress at this institution. If accommodations are suggested and the student indicates that he/she does not need the suggested accommodation, that decision should be documented.
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Documentation -presented by the student, including the current diagnosis and diagnostician. Documentation is required before services and accommodations can be provided. The Director will explain to the student what documentary information is needed and the process that is used to determine eligibility for services and accommodations. This information should be noted as well. (See Section 6 below.)
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Action - Based upon the information obtained, this will indicate what the plan of action will be.
- Accommodations - All accommodations or services that the student will receive from this office should be indicated on the intake form.
6.0 Documentation of Disability
Since each student has different needs for accommodations, the University requires that each student provide documentation from an appropriate licensed professional detailing the student's disability, i.e., a mental or physical condition that substantially limits the student’s functioning in a major life activity. This documentation should be from within the last three years in order to clarify the current impact of the disability on the person. The report must include a diagnosis of the student’s disability, define the functional limitations he/she will experience in an academic environment, and describe possible appropriate academic accommodations. (For more specific guidelines for documenting a disability, see our website at http://www.smu.edu/studentlife/SSD/OSSD_Eligibility.asp.) Students are to be diagnosed at their own expense. There are offices on campus that provide appropriate testing and evaluation and the student may choose to use these services at his/her own expense. All documentation will go through the same review process regardless of the testing or diagnostic source.
In all cases, certification that a student is a client of the Texas Rehabilitation Commission, the Texas Commission for the Blind, or the Texas Council for the Deaf or Hard of Hearing will make him/her eligible for services provided by SSD. However, in order for decisions to be made regarding the accommodations for each student, documentation by an appropriate licensed professional of the disabling condition and resulting functional limitations will be required in any case where the disability or appropriate accommodations are not readily apparent.
6.1 Documentation of Learning Disabilities
SMU follows the "Guidelines for Documentation of a Learning Disability in Adolescents and Adults" that the Association of Higher Education and Disability has developed. (These guidelines are available at our website, http://www.smu.edu/studentlife/SSD/OSSD_Guidelines_AHEAD.asp.) Students wanting accommodations must provide either a diagnostic report that includes the information listed below or a recent and continuous record of accommodations in their last educational setting. The psychoeducational evaluation is the preferred documentation since it provides information about the student's strengths and weaknesses and allows for more effective decisions regarding appropriate accommodations. Such evaluations should include these minimum requirements:
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A clear statement of the diagnosis. If the report does not contain a line stating that the individual has a learning disability, then, without further clarification, there is not valid documentation to support the presence of a learning disability or the need for academic accommodation. (Statements that the student has a 'learning difficulty' or 'learns differently' are not sufficient.)
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Scores from the tests administered and interpretation of them. The battery of tests used should contain widely accepted instruments, such as the Wechsler Adult Intelligence Scale-Revised, the Woodcock-Johnson Psychoeducational Battery-- Revised Tests of Achievement, etc.
- Recommendations of appropriate academic accommodations. An explanation for recommending each accommodation should be provided, showing a clear relationship with the student’s particular disability
Letters stating only that the student has a learning disability but which do not provide any diagnostic information or evidence of a history of accommodation are not acceptable. The Director of SSD reviews the documentation for diagnosis of a disability and the limitations experienced by the student. If the documentation is unclear, it will be referred to staff psychologists at the SMU Memorial Health Center for review, and recommendations will be made to the Director regarding reasonable accommodations. The SSD Director will make the final decision regarding the reasonable accommodations based on all of the relevant information, and in consultation with the student.
Students who are requesting a substitution of a degree or course requirement must provide documentation that the disability has a direct impact on their ability to fulfill the requirement and evidence of past attempts to do such work with academic accommodations. This documentation will be referred to the appropriate committee to review and recommend particular accommodations to be communicated to the student through the Director. (See Section 10.6.)
6.2 Documentation of Attention Deficit Hyperactivity Disorders (ADHD)
Students who provide SSD with appropriate documentation from a professional trained to diagnose ADHD with either a medical degree or a doctorate in psychology, indicating a diagnosis of an attention deficit disorder, may be eligible for accommodations. (For more specific guidelines for documenting ADHD, see our website at http://www.smu.edu/studentlife/SSD/OSSD_Guidelines_ADD-ADHD.asp.)
Letters stating only that the student has ADHD are not acceptable. When composing the documentation, the diagnostician must bear in mind that the purpose of accommodations and modifications is to assure that there is access to programs and services and an opportunity to succeed academically, rather than to assure that students are academically successful. The diagnostician must establish that the individual not only has a disability, but one for which academic accommodations are appropriate to fulfill this purpose. For students who wish academic accommodations, the documentation must contain information about: how the individual meets the diagnostic criteria for this disability, including the level of severity; the findings that support this diagnosis; the limitations the student is likely to experience in an academic environment which are directly related to the disability; and suggested accommodations. The latter should include an explanation of why the suggested accommodations are needed by relating those accommodations to the impact of the student’s disability on his/her functioning. The documentation will be reviewed by the Director who, in consultation with the student, will determine reasonable accommodations and services based upon the documentation. If the documentation is unclear, it will be referred to a psychiatrist at the SMU Memorial Health Center for review, and recommendations will be made to the Director.
6.3 Documentation of Hearing Impairments
Students who are deaf or hard of hearing must provide the SSD office with an audiogram conducted by a licensed audiologist. The audiogram and any additional medical documentation provided should be current. For academic accommodations, including use of adaptive equipment, information about the functional limitations caused by the hearing loss should also be included in the report. The documentation will be reviewed by the Director who, in consultation with the student, will determine reasonable accommodations and services based upon the documentation.
6.4 Documentation of Medical, Physical, and Visual Impairments
Students whose disabilities are readily apparent are eligible for services. However, at times, documentation of the disability and the resulting functional limitations to the student may be required to assist the Director in determining reasonable accommodations. Such documentation must be prepared by an appropriate professional and should be current. In some circumstances, such as diagnosis of a disease with which the Director is unfamiliar, the documentation may be referred to a physician in the Memorial Health Center for review. Following review of the documentation, the physician will make recommendations for appropriate accommodations to SSD. The Director will make the final decision regarding reasonable accommodations based on all of the relevant information and in consultation with the student.
6.5 Documentation of Psychological Disabilities
Students who provide SSD with documentation from a licensed professional indicating a diagnosis of a psychological or emotional disability may be eligible for services. To obtain academic accommodations, students must provide recent documentation prepared by a licensed mental health professional detailing the current diagnosis of a disability, the basis for making this diagnosis and the impact such condition will have on the student's academic activities. Based on the particulars of the disability, the Director will determine the appropriate accommodations in consultation with the student. In some circumstances, such as unclear documentation or diagnosis unfamiliar to the Director, the documentation may be referred to the mental health staff at the Memorial Health Center to review the diagnosis of a disability and the resulting limitations. The Health Center staff will recommend reasonable accommodations, and the SSD Director will make the final decision regarding the reasonable accommodations based on all of the relevant information, and in consultation with the student.
6.6 Documentation of Environmental Sensitivity
Students who have any disability which renders them sensitive to their environment and results in an inability to function in the classroom should contact SSD as soon as they have been admitted to the University to learn what reasonable accommodations are possible. As with any disability, the student must provide documentation from an appropriate licensed professional clearly stating the disability and its impact, particularly with regard to a complex university community. The University is unable to stop regularly scheduled maintenance, construction work, or other work involving the use of chemicals and pesticides, nor is the University able to control the use of chemical substances in buildings, housing, laboratories or other research facilities. A student who has sensitivity to such substances must provide SSD with a list of these substances. The documentation provided will be reviewed by the appropriate University agency for diagnosis of the disability and the resulting functional limitations of it, and will recommend reasonable accommodations. The Director will make the final decision regarding the reasonable accommodations based on all of the relevant information in consultation with the student.
7.0 Determination of Accommodations and Follow-up Appointments
When a student has provided SSD with his/her documentation and completed an intake interview, the Director will make a determination as to the sufficiency of the documentation. If additional information is necessary, the Director will explain what is needed to the student or, when appropriate, to the provider of the documentation. If the documentation is complete as indicated in the above sections and the student qualifies for services, or the disability is readily apparent, the Director will proceed to determine which accommodations are appropriate based upon certification of the disability and in consultation with the student.
7.1 Student Rights and Responsibilities
The student will be informed of his/her rights regarding academic accommodations. The various timelines, deadlines and processes for obtaining such accommodations will be explained by SSD personnel. See also Section 11 for Appeal Procedures.
8.0 Student Progress Notes
All interactions with students related to services, accommodations, complaints, academic difficulties or other disability issues must be recorded in the Progress Notes. Each student's file has pages for such notes on the inside front cover.
9.0 Privacy
Under FERPA, the University may not release information specifically identifiable to a student without the student’s written permission, with some exceptions. This includes any currently enrolled student regardless of age. For parents to have access to student records, the student must have filled out a Declaration of Dependence with the Registrar or other acceptable form complying with FERPA’s consent requirements.
Generally, information about a student’s disability will not be shared with anyone without the student’s written permission, and then only on a "need to know basis" as may be required to arrange reasonable accommodations for the student or some other legitimate educational reason, or as required by law. Forms for authorizing the release of information are available in the Dean of Student Life office. To release copies of documentation of a disability provided to SSD, written permission from the individual who wrote the documentation must be provided as well.
There may be times when it would be in the student’s best interest to allow the release of selected information to University personnel attempting to help him/her, e.g., the Learning Enhancement Center or a faculty member. If the student wishes his/her records or any information regarding the student to be shared with an individual outside the SMU community, the student must sign a Release of Information Form.
10.0 Services and Assistance for Students with Disabilities
SSD staff will work with each student to determine appropriate services and accommodations based on the individual student's functional limitations in an academic environment and the types of university classes and activities in which he/she will be participating. Since a major goal of SSD is to help students become capable of managing their own disability circumstances, students have the right not to use a service for which they are eligible or not to request an accommodation which has been determined to be appropriate.
10.1 Appointments and Drop-Ins
In general, students who need to meet with the Director of SSD should try to schedule an appointment in advance. This is especially true for complicated issues and concerns. However, SSD recognizes that some issues need to be handled immediately and some warrant merely a short interaction. The Director will try to meet with any student who requests immediate attention or has a question that is likely to take a short time to resolve.
10.2 Priority Registration
Priority registration is available in various circumstances where the impact of the disability makes this accommodation advisable. For example, priority registration would be appropriate to provide ample time to arrange interpreter services in class or to insure classroom accessibility for students with mobility impairments. Students must request priority registration at the time of the intake interview. A student who is granted priority registration must first meet with his/her academic advisor for academic planning prior to registration, as well as clear any holds or Service Indicators on his/her registration.
The Director of SSD will facilitate priority registration for eligible students through communication with the Registrar’s office. In general, early registration may enable students with documented disabilities to register as early as the first day of registration for their classification (i.e., senior, junior, sophomore, first-year). After registering, students who wish to change their schedules will do so during regular 'add/drop' times.
All students are responsible for completing the registration process during their appropriate timeslot. Therefore, students who miss their registration timeslots must wait until the next open registration period. Except in highly unusual circumstances, the SSD staff will not change the registration access time for students who fail to register on time.
10.3 Letters to Faculty
Students requesting academic accommodations in the classroom must request that SSD prepare letters to particular instructors verifying the need for reasonable accommodations. Students must have presented proper certification of their disabilities and must have completed an intake interview prior to the preparation of these letters. Such requests must be made either in person at the Office of the Dean of Student Life or by e-mail to the Director of SSD. Students will be expected to hand-deliver the letters to the faculty. (Law school students will have only one letter sent to the Associate Dean for Student Affairs of the Dedman School of Law, who will make the accommodation arrangements.) Students must meet with each of their professors to discuss the accommodations that will be necessary in each specific class. In order to ensure adequate time for arranging reasonable accommodations, students must notify instructors at the beginning of each semester and five days prior to each test of the agreed-upon reasonable accommodations. It is not a faculty member's responsibility to remember to provide reasonable accommodations. Failure to follow these steps may prevent provision of the agreed-upon reasonable accommodations.
10.4 Access to Printed Text Materials
SSD provides services designed to make printed text material accessible when such an accommodation is appropriate. SSD will maintain an Institutional Membership with Recordings for the Blind and Dyslexic (RFB&D) which students may use to access materials provided by this organization. Students interested in using this service will be required to submit a list of text material to the Director of SSD, who will place the order with RFB&D. Students who wish to order texts through RFB&D or to use SSD reader services should make their request as early in the semester as possible. SSD will also assist students who are interested in applying for an individual membership with RFB&D. (Only books needed for class may be ordered using the Institutional Membership. Students who wish to order books for personal use must have an individual membership, in which case they will no longer be eligible for ordering recorded books through SSD.) For text material not available through RFB&D or for students who are being supported by Vocational Rehabilitation agencies but whose support does not meet all of their needs, SSD provides reader services. Students who wish to use SSD reader services should make their request as early in the semester as possible. The Fondren Library has adaptive equipment for use by students with documented disabilities, including a print magnifier and the Kurzweil Omni 1000 and 3000.
10.5 Classroom Accommodations
Possible accommodations in the classroom include physical accommodations, adaptive equipment, and testing accommodations. Because reasonable accommodations may take time to implement, it is critical that the students give ample notification to the parties involved. Reasonable accommodations come about when the parties agree to them. It is crucial that students asking for a change in a professor's teaching or testing method meet with their instructors during the first week of class (or within the first two days of the summer session). Additionally, students must talk with their instructors about testing accommodations for specific tests no later than five class days prior to the test. Students who are eligible for and need accommodations (such as extended time or reduced-distraction environments) provided by the office of SSD rather than through the faculty members must notify SSD staff no later than two class days prior to the exam. Failure to make such arrangements with the professor or the SSD staff in a timely fashion may prevent the provision of the reasonable accommodations.
10.5.1 Physical Accommodations
SMU has made a number of physical changes in recent years to make the campus more accessible. However, there are several older buildings on campus that have not been renovated and are inaccessible to students with certain physical impairments. The University has the obligation to make classes and programs accessible and will make reasonable accommodations to do so. Examples of appropriate physical accommodations include changing the location of the room in which the class is held, removing fixed seating to allow wheelchair access, and asking a professor whose office is not accessible to meet with the student in another setting. The SSD staff will work with the student, the Physical Plant, the academic department, and any other parties to make such reasonable and appropriate accommodations. Students must notify the SSD office immediately of any physical barrier to their participation in a class or program to give the staff adequate time to arrange for modifications. (See Section 10.2.)
10.5.2 Adaptive Equipment
It may be a reasonable accommodation for a student to use special equipment in the classroom or in the preparation of class assignments. The University provides some adaptive equipment for general student use, and a list of such equipment is available in SSD. SSD staff will work with the student and faculty member to determine when it is reasonable for such equipment to be used in the completion of class assignments.
Students who believe they will benefit from using a personal FM System may make that request to the Director of SSD. Depending on the disability, the Director may refer the students to an audiologist who will make recommendations to SSD concerning whether the use of such equipment would be appropriate. The Director will make the final decision regarding this accommodation based on all of the relevant factors and in consultation with the student. For telephone access, a TTY is available for use in the Hughes-Trigg Student Center.
10.5.3 Note-Taking Assistance
Students whose disability supports the need for assistance taking notes in class may request note-taking supplies. SSD will provide students with no-carbon-required (NCR) paper, which generates two copies of notes for this purpose. At the end of each class period, one student takes the top sheet of paper and the other takes the bottom sheet. The student needs to find a note-taker by asking a fellow student in the class or, if the student wishes to remain anonymous, asking the professor to find a volunteer. SSD staff can assist in this process as necessary. The SSD office does not provide or pay for note-takers.
10.5.4 Learning Accommodations
Accommodations to the learning process, like all reasonable accommodations, depend on the individual student and the impact of his/her disability, as well as the material being taught and the teaching methods used by the instructor. Therefore, decisions are made on a case-by-case basis. Examples of possible learning accommodations are modifications to lecture delivery, allowing the recording of lectures, or use of adaptive technology in the classroom. The University is not required under the ADA to change the nature of a course or the standards of performance expected. Changes are not made in the level or type of information students are expected to learn, nor are changes made in the grading of assignments. All students are expected to make satisfactory progress in class as defined by the instructor.
10.5.5 Testing Accommodations
There are two main types of reasonable testing accommodations: (1) test-taking assistance and (2) extended test-taking time. In all situations, the documentation submitted by the student must support the need for the accommodation requested. In such cases and upon student request, the Director of SSD will provide letters for faculty establishing the student’s eligibility for services and enumerating the accommodations the student has requested and for which he/she is eligible. The student will be expected to deliver these letters personally to his/her professor in a timely fashion, giving the faculty ample time to make arrangements for testing accommodations. (See Section 10.5 above.) At this meeting, the student should discuss with the instructor the type and method of accommodation he/she will need. The faculty member has the right to request that the student bring a letter from the SSD office to verify the student's eligibility for such an accommodation. (NOTE: Within the Dedman School of Law, individual professors do not administer tests, so testing accommodations must be made through the Law School's Associate Dean for Student Affairs.) If the accommodation as arranged by the faculty member is not reasonable or if a faculty member refuses to make an approved accommodation, the student should notify the Director immediately.
If tests are being given through SSD and a change in testing arrangements is necessary, SSD must be notified as soon as the student knows of the change. If a student wishes to reschedule an exam, SSD staff must have written or verbal approval from the instructor. If a student misses an exam, it is his/her responsibility to talk with the professor regarding his/her absence. Failure to follow the procedures for proctored exams is not an acceptable excuse.
10.5.5.1 Test-Taking Assistance
Students may need to have someone read the exam to them or have someone write the answers to the exam on an in-class essay. Once a reasonable accommodation has been agreed upon, the student may request that SSD arrange to have a volunteer reader or scribe assist during the test. When such assistance is being used, the faculty member generally provides the location and monitors the testing situation, or occasionally the office of SSD does so. The student must remind his/her instructor five days before each test that the student is to receive accommodations and if the test needs to be sent to the SSD office; it is not the faculty member’s responsibility to remember to do so. The student must also notify SSD staff two days prior to the test and inform the staff member of the type of assistance the student will need from the SSD office. SSD staff will make arrangements for both the volunteer assistant and the room in which the test will be taken if necessary. The faculty member will be responsible for arranging delivery and return of the test to and from the SSD office. The faculty member will also notify SSD staff and the student of the parameters of the testing situation. Unless specifically allowed by the instructor, books, notes, or other test-related material will not be allowed in the testing room, and the student will not be permitted to exit the room without supervision.
10.5.5.2 Extended Test-Taking Time
Extended test-taking time will ordinarily be one and one-half the amount of time allowed others in the class. Faculty members should either proctor the exams themselves or make arrangements to have a teaching assistant or someone in the academic department handle this responsibility. The Director of SSD should be contacted to facilitate these arrangements if any problems arise. As with other accommodations, the student should inform the faculty member of the need for such accommodation in a timely fashion, and remind the instructor about this accommodation at least five days before each test.
10.6 Course Substitutions
All students must be qualified to participate in any program of academic study with or without reasonable accommodations. Therefore, students with disabilities are not excused from course prerequisites, GPA requirements, degree requirements, and/or all other standards applicable to performance. However, in some limited circumstances, a substitution or waiver of an academic requirement may be appropriate. Such accommodations are made only when it is clear that the student's disability makes completion of the requirement impossible, that such an accommodation does not damage the integrity of the academic program, and that such an accommodation is the only reasonable one. Consideration of a substitution or waiver is done on a case-by-case basis. The final decision rests with the Dean of the student's college or school. Evidence of a disabling condition affecting the skills needed for the required course must be provided to the SSD office, and its Director will work with the student and the Deans of the academic colleges and schools.
10.7 Interpreter and Captioning Services
With appropriate documentation supporting a student’s need for interpreter and captioning services, SSD will arrange for these services. Student requests for this service must be made in a timely fashion, giving sufficient time for the University to arrange for such services.
10.8 Library Service Accommodations
The staff of the general libraries of the University is available to provide reasonable accommodations for students with disabilities. Students should request assistance at the Information Desk in the library. SSD can find volunteers to work with students who will need assistance over an extended period of time to complete research tasks. The general libraries may allow individual students who need distraction-reduced study space to use group study rooms, permit students to check out materials by proxy, and, when possible, modify regulations applicable to use and removal of reserved materials. In order to receive these accommodations, students must provide documentation to SSD of the disability that necessitates these services. SSD works with students and library staff to make arrangements for such services.
10.9 Personal Attendants
It is not SSD's responsibility to provide students with personal attendants, nor is it the role of SSD to make referrals. If a student makes an inquiry regarding personal attendants, the SSD staff member will refer that student to services listed in the Dallas telephone directory.
10.10 Volunteer Services
SSD provides a number of services through the efforts of volunteers. For example, volunteers serve as readers and/or scribes for students who are taking tests, read text onto tape for students with visual impairments, assist students with library research, and serve as note-takers in class. SSD reserves the right to provide accommodations and assistance through volunteer services as appropriate. SSD recruits volunteers by e-mail announcements to the SMU student body and through Mobilization of Volunteer Efforts. No information about a student served by SSD is disclosed to volunteers without authorization from the student with the disability or through self-disclosure by the student.
10.10.1 Request for Volunteer Services
Once a student has been approved for an accommodation or service that is provided by volunteers, the student works with the SSD Director to make the necessary arrangements. The Director must receive requests for volunteers for test assistance at least two days prior to administration of a test. Requests to have text materials read onto tape must be made at the beginning of each semester. Other requests will be filled on an "as available" basis, but every effort will be made to try to accommodate requests for such services.
10.10.2 Volunteer Responsibilities
Volunteers are interviewed by the SSD Director regarding their special interests and abilities, available times, and length of commitment. Volunteers are given assignments based on availability, individual abilities, and personal preferences. Volunteers are expected to notify SSD immediately if they are unable to make scheduled appointments so that other arrangements can be made.
10.11 Service Animals
Students with disabilities requesting the use of service animals must register with SSD. According to the Americans with Disabilities Act (ADA), a service animal is defined as:
"...any guide dog, signal dog, or other animal individually trained to do work or perform tasks for the benefit of an individual with a disability, including, but not limited to, guiding individuals with impaired vision, alerting individuals with impaired hearing to intruders or sounds, providing minimal protection or rescue work, pulling a wheelchair, or fetching dropped items." 28 C.F.R. § 36.104.
Documentation that supports the need for a service animal must be presented for review. The documentation must make a direct link between the task the animal is trained to perform and the impact of the disability on the student's functioning.
11.0 Appeal Procedures
11.1 General Discrimination Claims
No qualified student with a disability shall, on the basis of the disability, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any academic program or activity at SMU. In accordance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act, complaints alleging discrimination on the basis of disability should be made to the Affirmative Action office.
11.2 Academic Grievance Appeals Procedure for Students with Disabilities
Appeals that involve a student’s overall academic program should be submitted according to the procedures for such appeals, the Academic Grievance and Appeals Procedure for Students with Disabilities. Students may acquire a hard copy of this procedure from the SSD office or the Registrar’s Office, or see it posted on our website at http://www.smu.edu/studentlife/SSD/OSSD_Appeals.asp.
11.3 Appeal of Grades
Appeals involving grade disputes should be discussed with the course instructor. Grade disputes that are not resolved and all other academic appeals should be submitted in writing to the department chair or other designated administrator of the academic program to which the appeal relates. Appeals may be directed to the appropriate academic dean. Ultimately, however, the decision to make a grade change or not rests with the course instructor. This process applies to all students whether or not disabled. See the process set forth in the Undergraduate Catalog, "Appeal of Grade."
12.0 The President’s Advisory Committee on the Needs of Persons with Disabilities (PACNPD)
Since late in the 1980s, the President has appointed members of the University community to serve as advisors to monitor the needs of persons with disabilities and make written recommendations yearly regarding needed improvements to accommodate persons with disabilities. The Committee meets monthly. Persons interested in seeking appointment to this Committee may inquire at the SSD office.
____________________Thanks to The University of Texas at Austin for the use of its policy and procedure manual in designing SMU’s policies and procedures.
Last revision - July 2008