Accommodations and Services

OAA offers alternative testing customized to fit each student’s accommodation needs. Instructors are notified about testing accommodations by email once students request their accommodations each term. Students should discuss testing accommodations with their instructors during the first week of the semester.

Students must schedule exam accommodations in advance according to the notice required below: 

• Quizzes must be scheduled 1 business day in advance
• Regular class exams must be scheduled at least 2 business days in advance
• Midterm exams must be scheduled at least 3 business days in advance
• Final exams must be scheduled at least 5 business days in advance

Students are required to schedule all exams through the OAA Student Portal. Instructions on how to schedule the exam are listed under the OAA tutorial tab. Please be advised that students must follow all testing procedures to ensure accommodations are in place on test day.

In most cases, faculty will provide PowerPoint files or other forms of class notes on the course website. When notes are not provided, OAA (Office for Access and Accommodations) will identify a peer notetaker and/or provide free technology that assists students in taking their own notes.

Peer Notetaker Procedures

• Students must first determine if the instructor's provided notes will be sufficient for their needs. Instructors are notified of a student’s eligibility for peer notetakers through the Faculty Notification Letter.
• If notes are not provided, students must log into the OAA student portal to confirm that notes are needed. See tutorial.
• OAA recruits peer notetakers with the assistance of the instructor.
• Students are welcome to suggest a fellow student whom they are acquainted with and who will take quality notes for them.
• OAA does not share information about students' disabilities with notetakers. Notes are uploaded by the notetaker in the OAA student portal, or the notetaker can provide notes directly to the student. If you need an alternative arrangement, including receipt of notetaker services without disclosing your identity to a peer, inform OAA staff.
• If a notetaker has not volunteered in the first few class sessions, students must contact OAA to request assistance.

Technology

Free lecture capture software is available. During their first meeting, students approved for notetaking accommodation will be invited to try the software and must confirm if they want a free membership to use it. OAA recommends that students agree to use this technology to ensure that they always have a method of getting notes.

Procedures for Notetakers

Alternative Format

Depending on the need and nature of a disability, students may be eligible for Alternative Formats of their textbooks and other course materials. Alternative Formats are typically provided through electronic text (e-text) such as accessible PDF or ePUB. OAA provides students with access to free software that can then read aloud the converted text on their device.

Students should make requests for Alternative Formats as soon as possible so that OAA can allow sufficient time to obtain the textbooks directly through publishers or accessible book repositories or to scan and convert them manually if unavailable through these methods.

Other Sources

Electronic texts are available from free online libraries such as Bookshare, directly from publishers, or other electronic book vendors. Choose carefully and understand the format when purchasing. Some electronic book formats may not be compatible with all software or technology.

Course Articles & Materials

Additionally, when a student is approved for Alternative Formats, instructors are notified through the Faculty Notification Letter. Staff from OAA and the Center for Teaching Excellence work in the background to ensure materials uploaded to each student’s course website are accessible.

Instructors can contact the Center for Teaching Excellence to receive training on how to proactively create and use accessible materials while building their courses. For more information on how to provide accessible materials, check out the digital accessibility page.

OAA coordinates with University Housing to recommend accessible housing for students choosing to live on campus. Students must be timely in completing contracts and making requests for accommodations so that OAA can assist when there is still good room availability. If the request is made fewer than 60 days before the individual intends to move into University Housing, there may be difficulty in meeting the individual’s accommodation needs during the first semester of occupancy.

Procedures

• Students should complete a Housing contract and list all accessibility or other housing accommodation needs in My Housing Portal.
• Students should also contact OAA as soon as possible to request and discuss accommodations.
• Students needing accommodations still make their own room selections during their assigned reservation periods, but University Housing closely monitors them to ensure compliance with OAA accommodation recommendations.
• OAA and Housing work in the background to provide accommodations in the location indicated by the student. Some accommodations may not be available in all locations, but every effort is made to balance location preferences with the required accommodation.
• If the need for accommodation arises when an individual already resides in University Housing, the student should contact OAA and provide any available documentation as soon as possible.

Available Living Spaces and Accessibility

Many students with mobility disabilities who require modified on-campus housing live in the West Campus/Thompson Point area, which is centrally located and offers automatic doors, roll-in showers, and many other accessibility features. Accessible housing is also available at Wall & Grand Apartments and Evergreen Terrace.

Rooms and apartments with visual fire alarms, visual door knockers, Braille signage, and other accessibility features are available in several locations.

Additional requests for modifications or special provisions, such as single rooms due to a disabling condition, emotional support animals, or other accommodations, must be requested through OAA.

Food Allergies and Dining Services

If you have a food allergy or require a special diet, University Housing's registered dietitians can provide you with the resources and information needed to make healthy food choices in the dining halls. For more information, visit University Housing's dining web page or call 618-453-2301.

Several staff members at OAA are fluent in ASL (American Sign Language) and are available to assist students who are deaf or hard–of-hearing. Accommodations such as communication access services, notetaking, assistive listening devices, and extra time for exams are commonly used by deaf and hard-of-hearing students.

Communication Access for Classes

Qualified interpreters and speech-to-text services are readily available at SIU. Interpreters and speech-to-text typists are placed according to student language preferences, the complexity of the content, and the type of communication involved. Students request interpreters and speech-to-text for their academic courses when they have their initial meeting with an OAA Coordinator.

Campus Events & Visitors

To request interpreting or captions for guest lectures, campus events, or campus visits, complete a request form. Please allow as much advance notice as is possible. Requests for lectures and campus events require at least 48 hours (about 2 days)’ notice to fill. For performing arts ASL interpreting, requests should be made with generous advanced notice to allow interpreters time to rehearse and provide an equally entertaining experience.

Advanced approval of Emotional Support Animals is required. Students must follow the process prior to bringing the animal to campus. If students bring an unauthorized animal into their University Housing domicile, the animal may be impounded per campus policy.

Service Animals are those animals that perform a task for a person with a disability, such as a guide dog. Any student with a disability who is planning extended use of a service animal in campus housing should contact the Office for Access and Accommodations at 618-453-5738.

OAA staff make decisions about the need for attendance modifications based on appropriate medical and/or psychological documentation provided by the student to OAA. For students with episodic medical conditions that could interfere with their ability to attend class, this accommodation is intended to allow for a reasonable extension of absences and exam or assignment extensions, if needed. This accommodation must be requested in advance; OAA cannot arrange retroactive accommodations.

 Student Responsibilities & Procedures:

• Request accommodations within the OSS Student Portal to send accommodation letters to professors.
• Review the attendance policy for each course at the beginning of the term. OAA recommends this be done well before the refund date. In the event that course requirements make extended absences impossible, students may need to register for a different class.
• Initiate Option #1 or Option #2 as early as possible:

Option 1: Student initiates contact with the professor and discusses reasonable, flexible accommodation possibilities. The professor and student determine reasonable outcomes.

Option 2: Student asks OAA to determine flexible accommodation options with the professor; OAA contacts the professor and works with the professor to determine reasonable outcomes.

• Contact Access and Accommodations with questions or concerns.
• When students are experiencing a flare-up of symptoms and need to be absent, they must notify their instructors as soon as possible. 

OAA Responsibilities & Procedures 

OAA staff will:

• Thoughtfully consider and discuss student needs and assist them in navigating this process with their instructors, if requested.  
• Instruct students in the procedures for Attendance Modifications
• Thoughtfully consider and discuss the course objectives and requirements with the faculty member.

SIU Guidelines for Students with Mobility Impairments in Inconvenient or Emergency Situations

Like all university students, you will be facing challenging situations, often for the first time on your own. If you use a wheelchair for mobility, you may want to consider some of these situations and plan your responses. Also, please read the Building Emergency Response Team (B.E.R.T.) postings on campus.

1. Power Outages – When you are not on the ground floor of a building and power outages stall the usage of elevators, wait 20 minutes before you do anything (unless it is time for the building to close.)  In most instances, power will soon be restored, and you will be able to access elevators. If it is time for the building to close, call your personal assistant and ask them to bring your manual wheelchair to the ground floor of the building. Next, call the Department of Public Safety at 453-DPS1 (3771) or 911 and request SIU Police to bring the campus evac-chair to you. The evac-chair will be used by the police to move you to your manual wheelchair, and your personal assistant can push you home. If you do not have a manual wheelchair, call OSS (from 8:00 – 4:30, M-F) and ask to borrow a manual wheelchair. If OSS is closed, tell the DPS or 911 dispatcher that you need them to bring a manual wheelchair. They have off–hours access to the OSS manual wheelchair. 
2. Ice/Snow/Inclement Weather – Be advised that when weather conditions are unsafe for driving, the Handicapped Van Service may be suspended, other than to take students back to their residences. Plan for several days of bad weather each winter. Talk to your faculty ahead of time about whether or not you will be able to attend on icy/snowy days. OAA can give students letters of verification when van services are suspended.
3. Hospitalization – Sign a Release of Information while you are in the hospital and ask staff to fax verification to OAA as soon as possible. OAA can then verify the legitimacy of your absence to the faculty. Be aware, though, that faculty set standards about attendance and whether or not it is a fundamental requirement of their courses. Talk to faculty early in the semester if you have a history of health-related absences or hospitalization, so you know what is expected of you and can make informed choices about your classes.

Emergencies

Before an Emergency:

1. Inform the Department of Public Safety (DPS) of your circumstances and request a brief meeting to discuss any special emergency response accommodations.
2. Be aware of the Building Emergency Response Team (B.E.R.T.) system and read the postings in each building.
3. Develop two escape plans: one assuming help is available and one assuming help is not available
4. Always let faculty/staff members know in advance that you will need assistance during emergencies.

During an Emergency:

1. Begin pre-planned evacuation procedures.
2. Call 911 and tell them who you are and what is needed, and initiate B.E.R.T.
3. Call your personal attendant as well, if needed.

Fire/Earthquake/Other Emergencies – Call 911 ASAP

Describe your situation and allow the dispatcher to advise you about how to proceed. Be sure to communicate to the dispatcher that you use a wheelchair and whether you will require the use of the evac-chair to escape a dangerous situation. If deemed safe by officials, your wheelchair may be used in the nearest elevator.

Waivers and Substitutions

This document details how SIU’s “Guidelines for Requests for Academic Adjustments” should be implemented, specifically when students with disabilities request course substitutions or waivers. It describes the process students should use to initiate requests, and it describes the process that the Office for Access and Accommodations (OAA) and academic units should follow when reviewing requests.

Background Information

Section 504 Regulation at 104 CYR, 104.44 (a) regarding academic adjustments, requires post-secondary institutions to make such modifications to academic requirements as are necessary to ensure that such requirements do not discriminate against qualified students with disabilities. The regulation also states that academic requirements that institutions can demonstrate are essential to programs of instruction being pursued by such students, or to any directly related licensing requirement, will not be regarded as discriminatory. Title II of the ADA at 28 C.F.R. 35.130(b)(7) requires reasonable modifications in policies, practices, or procedures when the modifications are necessary to avoid discrimination on the basis of disabilities, unless public entities can demonstrate that making modifications would fundamentally alter the nature of the services, programs, or activities.

General Information

Students should understand that throughout this process, OAA provides consultations to faculty based solely on students' needs and the impact disabilities may have on specific courses. Academic units determine whether or not a particular course or assignment is fundamental to a degree program. In addition, students should be aware that if they change a program of study, they must submit a new request for an academic modification. Modifications are approved only for specific programs of study and do not follow students when a program of study is changed.

A waiver or substitution for a course does NOT automatically entitle students to register for classes for which the original course is listed as a prerequisite. Any student seeking to register for a course having prerequisites, for which that student was granted a waiver or substitution due to a disability, must first obtain permission from both the program in which the student is seeking a degree and the department in which the course is offered. For example, a student majoring in Finance seeking to register for MATH 139, and who was granted a course substitution for MATH 108 (a prerequisite for MATH 139), would need the permission of both the Finance department and the Mathematics department to enroll in MATH 139.

Student Responsibilities

It is a student’s responsibility to initiate the process of requesting academic modifications to his or her program of study. In order to request an academic modification based on a disability, a student must have an open case at OAA. Opening a case means supplying appropriate disability documentation and having an accommodations plan.

Working with an OAA staff member, the student should write a letter requesting the modification being sought and address it to the director or department chair of the student’s major (or minor) academic program. The student’s letter should:

(a) State whether a waiver or substitution is being requested.

(b) state exactly which academic courses or requirements fall under this request; be certain to include advanced courses whose prerequisites include courses affected by the academic modification being requested.

(c) include the following sentence: “I grant the staff of Access and Accommodations and the Achieve Program at SIU permission to release medical information they judge necessary for understanding the academic impact of my disability to individuals in those academics units who will review my request, and to discuss my disability with those individuals in the context of reviewing my request.”

A student may include evidence that he/she has made a “good faith effort” to satisfy an academic requirement. Such evidence includes, but is not limited to, documentation of any or all of the following:

(a) Satisfactory attendance and punctuality in class

(b) Active participation in class, including a letter of support from a course instructor

(c) Journal indicating time spent outside of class working on course material

(d) Visits to an instructor during office hours

(e) Use of services available through SIU’s Learning Support Services, including a letter of support from an LSS staff member

(f) Use of services available through the SIU’s Office for Access and Accommodations

(g) Use of services available through SIU’s Achieve Program

(h) Meetings with private tutors, including letters of support

(i) Satisfactory completion of course assignments, both graded and non-graded

Access and Accommodations/Achieve Program Responsibilities

When a student’s request for an academic modification is supported by their documentation, OAA will attach a letter that (a) details the academic impact of the student’s disability, and (b) explains the documentation of the student’s disability. Forward this letter, the student’s letter, and any supporting materials to the appropriate director or department chair.

Academic Unit Responsibilities

The director or department chair of the program to which an academic accommodation is requested must convene a committee to review the request. The members of this committee will vary depending on the nature of the student’s request. Reviews must be completed within 60 working days from the receipt date of a student’s letter and supporting documentation unless the chair of the review committee determines that there is good cause for an extension. Review committees should consist of the following individuals:

• the director or department chair of the program to which the academic accommodation is requested. This individual will chair the review committee.

• the undergraduate/graduate director of the program or department, depending on whether the request pertains to an undergraduate or graduate program of study;

• at least one other faculty member of the program/department to which the academic modification is requested. Preferably, these individuals should be instructors of the courses directly affected by the accommodation being requested;

• the staff member from Access and Accommodations or Achieve who worked with the student in preparing his/her request for a modification;

• the Dean or Associate Dean of the College to which the program belongs;

• the Director of the University Core Curriculum when the academic modification being requested includes a University Core Curriculum requirement;

• the Dean or Associate Dean of the Graduate School when the academic modification being requested involves a graduate program.

Review Committee Responsibilities

Generally speaking, the consideration process should include the following elements:

1. The decision must be made by a group of people who are trained, knowledgeable, and experienced in the area.
2. The decision makers must include a consideration of alternatives as essential requirements, and;
3. The decision should be a thoughtful, careful, and rational review of the academic program and its requirements.

The committee will meet to review the student’s request for a substitution(s) or waiver(s). During their review, they should consider what skills, assignments, courses, deadlines, etc., are essential to the degree in question and whether or not the requested adjustments would fundamentally alter the nature of the program. At issue is the balance between providing academic adjustments to students with disabilities to ensure that the requirements of classes/programs do not discriminate, and the University's obligation to ensure that all students meet essential requirements needed to successfully complete programs of study. Modifications can be required if the requested substitution or waiver does not lower academic standards, fundamentally alter the nature of the program, or impose an undue burden, and if the modification meets the underlying reason for the requirements for which a substitution or waiver is being sought.

The committee makes the final determination with respect to the academic modification requested. In cases where the committee rejects the requested modifications, they may suggest other modifications that would be acceptable.

A letter to the student making the request from the chair of the review committee documents the decision that results from this process. The letter should

(a)   Describe the process used to review the student’s request, including the names and positions of those who participated in the review.

(b)   In cases where a request is denied, explain the reasoning supporting the view that granting the student’s request would fundamentally alter the program in which the modification was requested.

(c)    In cases where a request is approved, state exactly which program course(s) and requirement(s) are covered by this substitution or waiver;

(d)   In cases where a request is approved, explain the scope of the approval–for example, does it apply only to one specialization within a major or to an entire major?

(e)   In cases where a substitution rather than a waiver is approved, identify exactly (including course number and title) the course or courses, offered by SIU, or other academic institution, that are acceptable substitutes; and

(f)     In cases where a request is approved, indicate whether or not the student may enroll in more advanced courses in the program that list the original course as a prerequisite.

Note: Because this letter will become a part of the student’s academic record at SIU, this letter should refrain from discussing any details concerning this student’s disability.

The committee’s letter and all documentation used to support the student’s request and the committee’s decision should be returned to OAA, which will serve as the office of record for these materials. A copy of the committee’s letter only should be forwarded to the Director of Transfer Student Services and placed in Banner as part of the student’s permanent academic record.

Adjustments are modifications to courses or curricula. When students request academic adjustments based on a disability, certain procedures are required. This document describes the process students should use to initiate such requests and the mechanisms that the Office for Access and Accommodations (OAA) and academic units may utilize to respond to them.

Background Information

Section 504 Regulation at 104 C.F.R. 104.44 (a) regarding academic adjustments requires post-secondary institutions to make such modifications to academic requirements as are necessary to ensure that such requirements do not discriminate against qualified students with disabilities. The regulation also states that academic requirements that institutions can demonstrate are essential to programs of instruction being pursued by such students, or to any directly related licensing requirement, will not be regarded as discriminatory. Title II of the ADA at 28 C.F.R. 35.130(b)(7) requires reasonable modifications in policies, practices, or procedures when the modifications are necessary to avoid discrimination on the basis of disabilities, unless public entities can demonstrate that making modifications would fundamentally alter the nature of the services, programs, or activities.

Student Request

In order to request an academic adjustment based on a disability, students must have open cases at OAA. Opening a case means supplying appropriate disability documentation and entering into an Accommodations Agreement with a staff member. Students' documentation must contain specific and reasonably current information, provided by qualified experts, that supports the request. OAA staff will determine at this point whether the student’s disability limits the ability of student to participate in a given class, assignment, or specific test format and make recommendations for academic adjustments if needed. Students should understand that OAA provides consultation to faculty based on students’ needs and the impact of the disability.

Student Responsibility

Students make specific requests to an OAA staff member. If the situation justifies it, the academic adjustment requested will be added to their Accommodations Agreement.

Faculty/Academic Unit Responsibility

OAA and the academic unit determine whether the requested academic adjustment is a reasonable accommodation. The faculty member, with appropriate academic departmental support, provides input on which skills, assignments, courses, deadlines, etc., are fundamental to the degree in question. OAA will provide input based on the disability, functional limitations, academic accommodations, and assistive technology.

If a determination is made that a requested academic adjustment  results in a fundamental alteration to an essential program requirement or is directly related to a licensing requirement, the consideration process shall include the following elements:

1. The decision must be made by a group of people who are trained, knowledgeable, and experienced in the areas relevant to the requested academic adjustment and program requirement, including the faculty member and the Chair of the Department or other appropriate administrator, in consultation with the OAA.
2. The decision makers must consider a series of alternatives as essential requirements, and
3. The decision must reflect a thoughtful, careful, and rational review of the academic program and its requirements.

At issue is the balance between providing academic adjustments to students with disabilities to ensure that the requirements of classes/programs do not discriminate and the University's obligation to ensure that all students meet essential requirements needed to successfully complete programs of study. Modifications can be required if the requested academic adjustment does not lower academic standards, fundamentally alter the nature of the program, or impose an undue burden, and if the modification meets the underlying reason for the requirement.

Documentation

If a determination is made that a requested academic adjustment results in a fundamental alteration to an essential program requirement or is directly related to a licensing requirement, the decision will be documented, including an explanation of the purposes or objectives of the academic program and how the essential requirement is necessary to achieve these objectives. Students will be notified of the outcome in writing. OAA will maintain documentation in students' files at OAA if it is made available to OAA.

Online students can use the OAA accommodations and services used by on-campus students. New online students should follow OAA procedures when applying for services. Continuing students who plan to take an online course and want to know how their accommodations might apply should speak with a coordinator. Students concerned about accessible content should contact OAA right away so their course can be checked for accessibility to ensure equal access when the course begins.

How will I take exams in an online course?

Most often, exams are taken within the course D2L (MyCourses) webpage. If there are other exam arrangements, such as an off-site location, please contact a coordinator for assistance.

I usually use a reader for exam questions as an accommodation; how will this work when I take exams?

Embedded in D2L exams and quizzes is the ReadSpeaker “listen” button so students can listen to questions. D2L is also accessible to screen-reading software such as JAWS and NVDA. Students may also enlarge the screen with their computer operating system or other screen enlarging software such as ZoomText.

I get extra time for my exams; how will this work in an online class?

When students are registered with OAA and approved for extra time on exams, the same procedures are followed to notify faculty of the accommodation by using the OAA Student Portal. Faculty can individually adjust the time given on an exam in D2L for a student with this accommodation.

I have other accommodation needs, and I am not sure how it can work in an online class. What can OAA do?

Students can work through complex accommodations with their OAA coordinator. All accommodations are individualized to the student based on their limitations. By working in advance with an OAA coordinator, any situation where an accommodation may alter course requirements can be addressed with the faculty member and student.