Division for Academic Success

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.

If a student’s accommodation request is denied by their Case Manager during the SAEO or DAS accommodation request process, the student should report their concerns to the Director of the respective office, SAEO or DAS, by submitting an informal appeal.

Informal Appeal

The goal of an informal appeal is to provide the director with an opportunity to review whether the information shared by the student supports a change in the Case Manager’s accommodation decision. The informal appeal period signals a pause in the accommodation request process with the Case Manager.  

The appeal must be based on one or more of the following reasons. Specifically, the Case Manager’s decision was materially affected by: 

Reason 1: Inadequate consideration of the information collected during the interactive process.  Inadequate consideration involves decisions made by the Case Manager as a result of reviewing information provided by the student during the interactive process or deliberating on submitted medical documentation, where the student believes an error contributed to the decision to deny the accommodation.  Examples include the Case Manager failing to consider a medical professional’s report without providing a clear rationale for why it was deemed insufficient; or the Case Manager  overlooked or failed to consider relevant information shared by the student. 

Reason 2: Substantive errors in the determination process that resulted in the denial of requested accommodation(s). A substantive error concerns the core facts, legal definitions, medical standards, or logical conclusions. Examples include misinterpreting a diagnosis, applying the wrong legal standard, or incorrectly concluding that an accommodation fundamentally alters course requirements.

Reason 3: Procedural errors made by the Case Manager that impacted the determination to deny the requested accommodation(s). Procedural errors may include concerns surrounding protocols, timelines, notifications, and required steps. Examples include failing to host a required interactive meeting prior to an accommodation decision, or neglecting to provide the student with options when communicating the accommodation decision such as information about the appeal process.

IMPORTANT NOTES: The general dissatisfaction with an accommodation determination is not grounds for appeal. If the Appealing Party requesting the appeal does not specify the basis/bases, then the Director has the discretion to dismiss the request. The reason(s) for the dismissal decision must be provided in writing to the Appealing Party.   

Additionally, if the Appealing Party requesting an appeal submits new documentation with their request that they have not previously provided to the Case Manager, the request will return to the interactive process for consideration of the new documentation. 

If the SAEO or DAS Director serves as the Case Manager, the student is encouraged to file a Formal Appeal with the ADA Coordinator. 

To Initiate an Informal Appeal 

The student (“Appealing Party”) must submit the following to the respective office by email to the SAEO Director or DAS Director:

• A written statement of the issue(s) to be reviewed; 
• A summary of all facts related to the issue(s) for contesting the accommodation decision; and
• A description of the outcome being sought.

The Director will review the appeal and determine whether the Case Manager’s accommodation decision will be upheld or modified. The Director's decision will be communicated via email within ten (10) business days of the appeal or as soon as reasonably practical thereafter. The communication of the decision to the Appealing Party signals the end of the informal appeal period and resumption of the accommodation process with the Case Manager.

Formal Appeal

If the Appealing Party 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 (“ADAC”). The written formal appeal should:

• Summarize the original request.
• Detail the reasons the Appealing Party is contesting the SAEO/DAS Director’s informal appeal decision.
• Describe the outcome being sought.

The Appealing Party may also submit any supporting information with the appeal and email to adaservices@vcu.edu.

The ADAC will review the information submitted and may gather additional information that may be relevant in their decision. The ADAC may decline to accept an appeal for formal review if insufficient information is provided to support a basis for the appeal or may delay the review pending the outcome of other processes the Appealing Party has invoked. In such cases, the Appealing Party will be notified in writing of this determination. 

If the Appealing Party is unsure how to proceed, they may request an appointment with the ADAC to review their concerns and processes.  The ADAC will notify the Appealing Party and involved parties of their decision to either uphold or modify the Case Manager’s accommodation decision via email within ten (10) business days of receipt of the appeal or as soon as reasonably practical thereafter. The communication of the decision signals the end of the formal appeal period and resumption of the Appealing Party’s accommodation process with the Case Manager.

The determination by the ADA/504 Coordinator is the final decision of the university specifically whether a requested accommodation is upheld or modified. If an Appealing Party believes that the university’s denial 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 Appealing Party can proceed under section 7 of the policy, which details certain steps before a complaint of discrimination is filed.

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.