For students not already registered with DAS:

1. Fill out the DAS Student Intake form.
2. A member of the DAS team will contact you to set up a time to discuss the concerns outlined in your intake form.
3. Meet with the DAS team member. If you have documentation (from your treating physician, psychologist, counselor, etc.), please bring it with you.
4. If you do not have documentation for your initial meeting, please provide it to the DAS staff as soon as possible. Often times, documentation is needed prior to being able to properly assess appropriate accommodations.
5. For certain academic accommodations, determined on a case-by-case basis, there will be more interaction necessary between the DAS staff member and either your documentation source or academic department/professor.

For Students who have a current letter from DAS, but need one for the new semester, please complete the New Semester Letter Request form.

Please Note: New accommodation letters must be requested for each new semester. If you have an accommodation letter noted as “Temporary”, you will need to provide updated information on your diagnostic and/or treatment progress before receiving the next letter.

All documentation turned in for accommodation consideration should be on official letterhead, dated, and signed by the provider. In some cases, medical documentation or psychological assessment write-ups would substitute for letters from the provider. Letters written by providers should include the following:

1. Qualifications and credentials of the diagnosing/treating evaluator or licensed professional related to specific diagnosis or impairment.
2. Diagnostic information identifying the impairment/disability, provides information about the
   functional impact on the student’s ability to participate in the academic and/or clinical environment.
3. A description of the diagnostic methodology used (e.g., criteria, methods, procedures, clinical
   narrative, observation, specific results).
4. A description of current and past accommodations, services, medications, auxiliary aids, assistive devices, and support services that are logically related to functional limitations.
5. Recommendations of academic accommodations to address current functional limitations in the academic and/or clinical environment.**Entrance and/or qualifying board exams (e.g., MCAT, NCLEX, USMLE) may require more extensive documentation if you seek accommodations similar to those you currently have at VCU. Such requests need to be made well in advance of requesting accommodations.

Student Appeal Process   

If the student’s initial accommodation request is rejected, the student should enter into discussions with the Director of the respective office, SAEO or DAS, through an informal appeal to determine if additional information would support a change in decision. This often remedies the cause of the rejection and supports movement toward accommodations.  The informal appeal must include a written statement of the reason for contesting the accommodation decision and must be submitted within five (5) business days of the decision notification from the case manager.  The Director will notify the student and involved parties of their decision to uphold or modify the accommodation decision via email within ten (10) business days of the appeal or as soon as reasonably practical thereafter.

If the student is not satisfied with the resolution by the Director of SAEO or DAS, they may formally appeal the determination of SAEO or DAS directly to the ADA/504 Coordinator. The written formal appeal should:

• Summarize the original request.
• Detail (1) why the student believes the requested accommodation is needed based on disability-related barriers; (2) how rejecting their request would impact their academic access or access to programs, activities, and facilities; and (3) how the alternative accommodation proposed does not address the barriers described by the student, if applicable.
• Detail actions taken to date to resolve the concern.

The student may also submit any supporting information with the appeal.

The ADA/504 Coordinator will review the information submitted and may gather additional information that may be relevant in their decision. If the student is unsure how to proceed, the student may request an appointment with the ADA/504 Coordinator to review their concerns as well as policy and procedure.  The ADA/504 Coordinator will notify the student and involved parties of their decision to uphold or modify the accommodation decision via email within ten (10) business days of the appeal or as soon as reasonably practical thereafter.

The determination by the ADA/504 Coordinator is the final decision of the university specific to whether a requested accommodation is reasonable. If a student believes that the university’s rejection of a requested accommodation, as upheld by the ADA/504 Coordinator, is discrimination as described in the university’s Preventing and Responding to Discrimination policy, the student can proceed under section 7 of the policy, which details certain steps before a complaint of discrimination is filed.

Student Disability-Related Grievance and Complaint Policies 

There are two (2) policies that address disability-related complaints, depending on the nature of the complaint.  

1. Failure to accommodate (Accessibility and Reasonable Accommodation for Individuals with Disabilities policy)
   Under this policy, Section 7 describes the Student ADA Grievance Procedure. This procedure addresses concerns surrounding students who believe their approved accommodations were not reasonably or appropriately implemented. These complaints should be filed through SAEO or DAS under the Student ADA Grievance Procedure.
2. Discrimination (Preventing and Responding to Discrimination policy)
   Under this policy, Section 4 spells out the Disability Discrimination Complaint Procedure. This procedure addresses student complaints alleging harassment or other forms of discrimination based on disability (unrelated to access or accommodation) and all types of employee and third-party disability discrimination complaints. These complaints should be filed directly with Equity and Access Services.

Student ADA Grievance Procedures 

Below is a step-based grievance procedure to address an individual’s concerns that the university has either denied or failed to provide a reasonable accommodation.

Step 1  - Assisted Resolution

Assisted Resolution is an informal process that provides support for students who are seeking to quickly resolve an accommodation concern.  Students must request this assistance and should follow the process below.

1. The student contacts their assigned case manager in SAEO or DAS for assistance with the concern.
2. The SAEO or DAS representative will acknowledge concern within two (2) business days or as soon as is reasonably practical thereafter;
3. The case manager will assist the student by facilitating discussions between the student and the other party or parties; and,
4. Students should make every reasonable effort to work with their SAEO or DAS representative so that a timely resolution may be achieved.

The case manager will gather relevant information and may speak with involved parties in an effort to clarify and resolve the issues underlying the grievance. As part of this information gathering, the student will have the opportunity to suggest witnesses who may have relevant information or present other evidence to the representative. The case manager will notify the student and involved parties via email of the outcome, including any relevant finding, rationale, and resolution, within five (5) business days of receiving the complaint or as soon as is reasonably practical thereafter.

If such assistance does not resolve the concern to the student’s satisfaction, the student may proceed to Step 2  – Informal Grievance, below, within five (5) business days of the Step 1 outcome email notification.

Step 2  - Informal Grievance 

Informal Grievance is available when the SAEO/DAS case manager is unable to resolve the student’s concern in Step 1 or when the case manager is the subject of the concern. The Informal Grievance Process is designed to facilitate a satisfactory resolution of the grievance in an informal manner and involves assistance from the director of SAEO or DAS, respectively. Students should follow the procedures below.

1. The student must submit a written request using the method utilized by the respective office.  SAEO utilizes the SAEO Grievance Form that the student must submit to initiate the informal grievance.  To file a grievance complaint through DAS, the student must email the DAS director; and the complaint must include: (a) the date of the incident; (b) indicate the name(s) of the person or office against whom the student is filing a grievance, if applicable; (c) please describe what happened in as much detail as possible. Include dates and any relevant background; (d) list outcome(s) or resolution(s) the student is seeking; and (e) student may attach additional documentation if needed. 
2. The director or their designee will  acknowledge receipt of the concern within two (2) business days;
3. The student will meet with the director or their designee to seek shared understanding of the student’s concern;
4. The director or their designee may speak with involved parties in an effort to clarify and resolve the issue(s) underlying the concern; and,
5. The student may submit documents directly related to their concern such as emails, correspondence, and class materials from those who have information relevant to the specific concern.

The director will provide a notification of determination to involved parties within ten (10) business days via VCU official university email. The notification will summarize the concerns as understood by the director, and actions taken to date to resolve the concern. If the student’s concerns are not resolved via Informal Grievance, the student may proceed to Step 3 Formal Grievance/Complaint within five (5) business days of the Step 1 outcome email notification.

In limited situations involving time-sensitive deadlines and/or circumstances in which the director or their designee determines that an Informal Grievance will be an ineffective means to resolve the concern, such as when there are repeated instances of refusal or denial by the same employee (staff or faculty member), and if the director believes it is in the best interest of the student to immediately elevate the concern to the ADA/504 Coordinator, the director may do so in consultation with the student. The concern will then follow procedures outlined in Step 3. 

If the concern involves actions taken by the director of SAEO or DAS office the student may proceed directly to Step 3  – Formal Grievance/Complaint within five (5) business days of the Step 2 outcome email notification.

Step 3 - Formal Grievance

If the student’s concern is not resolved in Steps 1 and 2, or if the concern involves action taken by the director of SAEO or DAS, the student may submit a Formal ADA Grievance/504 Complaint to the ADA/504 Coordinator.  Please refer to ADA & Accessibility Services for information about the formal grievance process.

Disability Discrimination Complaints by Students, Employees and Third Parties

Equity and Access Services reviews reports of discrimination based on disability submitted by students, employees, and third parties to determine whether the complainant was subject to discrimination as prohibited by the university’s Preventing and Responding to Discrimination policy, consistent with Sections 503 and 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, as amended.

EAS receives reports by the Equal Opportunity Incident Reporting Form. While the online reporting form is the most efficient way to communicate relevant information, EAS will also receive complaints by email to equity@vcu.edu, by phone at (804) 828-1347, or in-person by scheduled appointment. EAS follows the complaint resolution procedures and timeframes consistent with the policy.

Students should familiarize themselves with their rights and responsibilities when seeking accommodations. The following list briefly outlines student responsibilities.

I understand that I should request accommodations early enough to ensure that accommodations are in place by the first day of classes and that it is my responsibility to provide the required documentation.  This includes but is not limited to requests for adaptive or special equipment, books, furniture, etc. However, I also understand that I may request accommodations at any time during the semester. (Letter)

I acknowledge and understand that it is my responsibility to request copies of my accommodation letters from the DAS office each semester. (Letter)

I understand that requests for accommodations are not retroactive.  I am aware that accommodations begin at the time that I present my accommodation letter to my professor(s). (Letter)

I acknowledge that it is solely my responsibility to disclose my disability to my instructors, and possibly to other university personnel on an educational “need to know basis,” should I choose to initiate a request for accommodations. (Letter)

I am responsible for coordinating testing with my instructor and the Division for Academic Success if I would like to use the Testing Center.  I agree to provide my exam schedule for the semester to the Testing Center as soon as I receive my accommodations letter. I agree to inform my instructor(s) that any pop quizzes or impromptu testing to be taken at the Division for Academic Success requires scheduling in advance. (Testing)

I will inform my instructor(s) if I have a scheduling conflict that requires a test to be taken more than three hours before or after the regularly scheduled classroom test. (Testing)

I agree to allow enough time to complete the test during normal hours of operation. The Division for Academic Success closes at 5:00 p.m. daily and is open Monday through Friday.  Flexibility of exams/quizzes must be discussed with this department and the instructor. We do not encourage missing classes because of exams/quizzes. (Testing)

I acknowledge that failure to attend class(es) without a valid excuse (i.e. illness, hospitalization) may void my note taking services.  I understand that it will become my responsibility to obtain those notes in an alternative fashion. (Accommodations)

I agree to notify the Division for Academic Success if I need textbooks or other printed material enlarged or otherwise formatted, well in advance of when those materials are needed.  I agree to provide copies of my syllabi to assist in the delivery of these services. (Accommodations)

I understand that it is solely my responsibility to contact the Division for Academic Success if I have any classroom or clinical site accessibility issues that I cannot solve independently. (Accommodations)

 

Academic Accommodations for Extensions on Examinations/Assignments

 

Academic accommodations for extensions on exams, quizzes, and/or assignments can only be used when required because of the documented disability on file at DAS. It is not to be used for personal appointments, work-related commitments, temporary illnesses (cold, flu), and personal situations (childcare/transportation concerns). Please follow your program/class absentee policies and procedures in these cases.

 

Academic accommodations do not compromise the technical standards of your curriculum. Therefore, a professor/department may reach out to discuss further if there is a concern about a particular assignment. Suppose the accommodation is deemed as compromising the technical standards. In that case, faculty and I will communicate with you that extensions on an assignment, quiz, and/or exam will not be granted. For example, if you have a group discussion online or in class, an extension may not be reasonable because you must be present or respond in a specific time frame to measure your performance. Another example, extensions do not extend the semester; therefore, finals and assignments must be completed by the end of the semester. If you need to request an incomplete or medical withdrawal, requests go directly to the department. 

 

Students who wish to use their academic accommodations for extensions on examinations are expected to notify their instructor/department and the testing center coordinator before the exam start time to begin the interactive process of rescheduling the make-up exam. Students are required to notify their instructors within the window of 24 hours before the examination, but not after the examination start time if they are unable to attend due to the documented health condition. Please follow your department policies and procedures for notification (i.e., exemption request form, direct email to a professor, etc.) Unless otherwise stated, students typically have three business days for the extension to complete the examination

 

Students who wish to use their academic accommodation for extensions on assignments deemed reasonable must notify their instructor before the deadline that they want to use the accommodation. Unless otherwise stated, students typically have three business days for the extension.

 

Understanding your rights as a student with a disability is almost as important as understanding our mutual responsibilities to each other. Respect and humility go a long way in bridging gaps between students, faculty, and staff.