Academic Accommodations Policies & Procedures
Purpose
1.01 It is the policy of Oklahoma State University Institute of Technology (OSUIT)
to offer educational opportunities and experiences to all students enrolled at the
University on the basis of individual merit without interference from illegal, arbitrary,
or capricious acts or omissions. OSUIT will not tolerate discrimination against any
student because of gender, race, age, status as a veteran, national origin, religion,
or disability. OSUIT embraces and commits itself and its faculty and staff to follow
provisions of state and federal law prohibiting discrimination against persons with
disabilities, including, but not limited to, the Americans with Disabilities Act (“ADA”)
and the Rehabilitation Act of 1973.
1.02 To assist applicants to and students of OSUIT regarding needed academic accommodations, OSUIT has created the Office of Academic Accommodations with the specific charge of working with students, staff, and faculty to help ensure that appropriate steps are engaged in by the University in each case. OSUIT has empowered its Director of the Office of Academic Accommodations with the authority to review complaints of potential disability discrimination. The names of the current administrative officials overseeing this office, and their addresses and telephone numbers, are identified in the OSUIT campus directory, which is located on the website osuit.edu.
1.03 This policy statement is intended to formalize procedures already established for the provision of academic accommodations for students with disabilities and to outline mechanisms for resolving complaints concerning the provision of such academic accommodations. This policy statement is intended to supersede any other policy of the University concerning whether the University is appropriately providing classroom or curricular accommodations to a student with a disability.
1.04 OSUIT shall make such modifications to its academic requirements as necessary
to ensure that requirements relating to its academic programs do not discriminate
or have the effect of discriminating on the basis of disability against an applicant
or student. Modifications, in appropriately documented instances, may include changes
in the length of time permitted for the completion of degree requirements, substitutions
of specific courses required for the completion of degree requirements, and adaptation
of the manner in which specific courses are conducted.
Determinations regarding the appropriateness of accommodations for students with disabilities inherently must be made on an individualized, case-by-case basis.
1.05 OSUIT will not impose upon students with disabilities other rules, such as the
prohibition of tape recorders in classrooms or of service animals in campus buildings,
that have the effect of limiting the participation of students with disabilities in
an educational program or activity.
1.06 In course examinations or other procedures for evaluating students’ academic
achievement in its programs, OSUIT will provide such methods for evaluating the achievement
of students with those disabilities that impair sensory, manual, or speaking skills
as will best ensure that results of evaluations represent the student’s achievement,
rather than reflecting the student’s impaired sensory, manual, or speaking skills
(except where such skills are the factors that the test purports to measure).
1.07 OSUIT will take steps as necessary to ensure that no student with a disability
is denied the benefits of, excluded from participation in, or otherwise subjected
to discrimination regarding the education programs or activities operated by the University
because of the absence of educational auxiliary aids for students with impaired sensory,
manual, or speaking skills. Auxiliary aids may include taped texts, interpreters,
or other effective methods of making orally delivered materials available to students
with hearing impairments, readers for students with visual impairments, classroom
equipment adapted for use by students with manual impairments, and other similar services
and actions.
1.08 Academic requirements that are essential to the program of instruction being
pursued by a student with a disability or to any directly related licensing requirement
will not be regarded as discriminatory.
1.09 The term “Academic Vice President” is intended to refer to the chief academic
officer of the University or his/her designate within the Office of Academic Affairs.
Definitions
2.01 The phrase “student with a disability” is any student who: has a physical or
mental impairment which substantially limits one or more of such person’s major life
activities; has a record of such impairment; or is regarded by others as having such
impairment.
2.02 The phrase “physical or mental impairment” includes, but is not limited to: any
physiological disorder or condition, cosmetic disfigurement, or anatomical loss affecting
one or more of the following body systems: neurological; musculoskeletal; special
sense organs; respiratory, including speech organs; cardiovascular; reproductive;
digestive; genitourinary; hemic and lymphatic; skin; and endocrine; or any mental
or psychological disorder, such as mental retardation, organic brain syndrome, emotional
or mental illness, and specific learning disabilities.
2.03 The phrase “substantially limits” means the individual is: unable to perform
a major life activity that the average person in the general population can perform;
or significantly restricted as to the condition, manner, or duration under which he/she
can perform a major life activity as compared to the condition, manner, or duration
under which the average person in the general population can perform that same major
life activity.
2.04 Objective criteria for diagnosis of a “specific learning disability” have yet
to be succinctly defined by educational psychologists. OSUIT embraces the general
guidelines suggested by the Oklahoma State Regents for Higher Education in 1991, which
acknowledge that, while multiple approaches are used in this area, specific criteria
for diagnosis of a learning disability include, but are not limited to, the following:
severe processing deficits; severe aptitude achievement discrepancies, despite adequate
learning opportunities; and a condition of presumed neurological origin.
2.05 A “classroom accommodation” is an alteration in the manner in which a specific
class is conducted. Such alterations may include, but are not limited to, alterations
in testing time limits, providing special tutoring, providing textual materials in
alternative formats (such as on audiotape or in a PDF file), note taking, and the
like.
2.06 A “curricular accommodation” is an alteration in degree program requirements.
Such alterations may involve, but are not limited to, substitutions or waivers of
classes normally required to successfully complete a degree program offered by the
University or alterations of time limits required for completion of degree programs.
Determination of Eligibility
3.01 As a mandatory prerequisite to receiving any classroom or curricular accommodations,
any student desiring to receive such accommodations must register with the Office
of Academic Accommodations, complete a Request for Academic Accommodations form, provide
competent medical documentation evidencing the existence of a specific disability,
and cooperate with the Office of Academic Accommodations in determining the type or
types of accommodations that may be warranted in the case. It is the obligation of
the student not only to provide competent medical documentation as requested by the
Office of Academic Accommodations, but also to renew any additional requests for accommodations
each new academic semester.
3.02 Competent medical documentation is required for two purposes: (1) to document
the existence, nature, and extent of the physical or mental disability; and (2) to
identify reasonable accommodations. Because the provision of all reasonable accommodations
and services is based on assessments of the current impact of the student’s disabilities
on his or her academic performance in a specific academic program, it is in the student’s
best interest to provide recent and appropriate documentation. In most cases, this
means that the medical or psychological evaluation and report will have been conducted
within the past three years. Learning assessments must be based upon adult-level learning.
Assessments made at a precollege level will qualify as acceptable documentation only
if they reflect adult capabilities and the academic demands of higher education. Competent
medical documentation, in order to be acceptable, must be rendered by a practitioner
with credentials appropriate to the area in question. For example, for diagnosis of
specific learning disorders or attention deficit/hyperactivity disorders, the documentation
must come from a licensed psychologist.
If a diagnostic report is incomplete or inadequate to determine the present extent
of the disability or appropriate accommodations, the University may require supplemental
assessment at the student’s cost. If the diagnostic report is complete, but the University
requires a second opinion (which may include getting a second opinion regarding the
diagnostic report or a reevaluation of the disability), the University may select
the practitioner and shall bear the cost of the second assessment.
The Office of Academic Accommodations may require a student to provide additional competent medical documentation evidencing the need for continued academic accommodations at any time that it appears that the student’s physical or mental disability has substantially changed in character, or if a student who has been granted academic accommodations requests additional accommodations.
3.03 Verification of the existence of a disability will be retained in the Office
of Academic Accommodations and will be shared with other University personnel only
as necessary and in conformity with applicable state and federal laws.
3.04 The Office of Academic Accommodations will assist students with disabilities
who are seeking classroom or curricular accommodations and will make recommendations
to appropriate University personnel regarding accommodations, if any, that are believed
to be needed by students. If recommended accommodations are not agreed upon between
a student, the Office of Academic Accommodations, faculty, or academic administrators,
a request for further review may be filed by the student or the affected faculty member
or academic administrator. Classroom accommodations as recommended by the Office of
Academic Accommodations will be implemented during such time as the matter is under
review. Curricular accommodations will not be implemented during the pendency of the
review process.
3.05 A student who believes that appropriate academic accommodations are not being
afforded by the University may seek further review through informal or formal means.
Such a student may either file for formal review of such determination by following
the processes set forth below in this policy statement or, prior to doing so, may
seek informal resolution of the dispute by discussing the matter with the Director
of the Office of Academic Accommodations. During the time that the dispute is in informal
review by the Director of the Office of Academic Accommodations, the time frames for
filing a formal appeal as set forth below are tolled.
Request for Review of Classroom Accommodation
4.01 Special classroom arrangements (accommodations) to assist a student with a disability
are initiated by a student filing a Request for Academic Accommodations form with
the Office of Academic Accommodations, providing competent medical documentation evidencing
the existence of a specific disability, and cooperating with the Director of the Office
of Academic Accommodations in determining accommodations that may be warranted. The
Director initially reviews the request to assess whether the student has provided
competent medical documentation evidencing the need for the accommodations being requested
and to make a recommendation regarding classroom accommodation or accommodations to
be provided to the student. As appropriate, the Director will notify the student of
his or her determination and, if an accommodation is recommended, will create a Letter
of Academic Accommodations that lists the specific accommodation or accommodations
that must be provided to the student. The student may then obtain copies of this letter
to hand-deliver at his or her discretion to the appropriate faculty member or faculty
members.
A student or faculty member disagreeing with a recommended classroom accommodation,
or a recommendation from the Office of Academic Accommodations that no accommodation
is warranted, may request further review by the Academic Vice President or his or
her designee of the matter. Forms for such requests may be obtained from the Office
of Academic Affairs. The completed form and any desired attachments must be filed
with the Office of Academic Affairs, and a copy filed with the Office of Academic
Accommodations, within five working days of the date that the person requesting has
received notice of the classroom accommodations, if any, recommended by the Office
of Academic Accommodations. The Office of Academic Affairs will forward copies of
the filed documents to the affected student or faculty member or faculty members and
to the appropriate Dean of the school or academic unit in which the student is enrolled.
The faculty member or faculty members and Dean must maintain confidentiality regarding
the request.
4.02 The student or faculty member or faculty members affected by the request for
further review will be given the opportunity to present a written response to the
Academic Vice President. Such responses must be received by the Academic Vice President
within three business days after receipt of the request documents from the Academic
Vice President, unless additional time is granted by the Academic Vice President.
If no response is timely filed, the Office of Academic Affairs has the authority to
make a determination without further delay.
4.03 The Academic Vice President may seek technical and legal advice from the Office
of Academic Accommodations and or the Office of Legal Counsel to the Board of Regents
regarding the matter.
4.04 The Academic Vice President, after consulting with the Dean of the school in
which the student is enrolled, will make a final decision regarding the appeal. The
Academic Vice President will normally make the final decision within five working
days. A copy of this decision will be forwarded to the Office of Academic Accommodations
for permanent retention with the student’s file. There is no further appeal of such
decision.
4.05 The student and faculty member or administrative official may mutually agree
to some other form of accommodation at any time in the review process. If such an
agreement is reached, that agreement should be memorialized in writing, signed by
the student, and the review process automatically will be terminated.
Request for Review of Curricular Accommodation
5.01 A change in curricular or degree requirements in order to accommodate a student
with a disability is initiated by that student filing a Request for Academic Accommodations
form with the Office of Academic Accommodations. The Director of the Office of Academic
Accommodations initially reviews the request to assess whether the student has provided
competent medical documentation evidencing the need for the accommodations being requested
and to assess whether the student has the ability to complete curricular or degree
requirements as ordinarily required by the department and college. The Director of
the Office of Academic Accommodations will notify the Director of Student Academic
Services of the appropriate school of that assessment and of the accommodation or
accommodations requested by the student. Such notification shall be made within ten
working days after the requested accommodation is received by the Director for Academic
Accommodations.
The Administrative Assistant is responsible for coordinating with appropriate academic unit faculty and college academic officials for the purpose of making a preliminary decision regarding the appropriateness of the requested accommodation. These officials will consider the recommendation of the Director of Academic Accommodations and the academic requirements of the curricular degree program at issue.
The preliminary decision of the faculty and college academic officials is required
to be in written form, explaining the reasons that such an accommodation should or
should not be granted. While each case inherently must be judged on its own merits,
consideration should be given to the actions taken in similar cases in the past to
ensure fairness and comparable treatment.
In making the preliminary decision, the academic unit faculty and college academic
officials shall thoroughly consider the requested accommodation, its feasibility,
cost, and effect on the academic program, and discuss other known alternatives that
might be available. If the faculty or college academic officials preliminarily conclude
that the requested accommodation should be denied, that recommendation must be supported
by a rationally justifiable conclusion that available alternatives to the usual academic
requirements would result either in lowering academic standards or requiring substantial
program alteration and must set forth in detail the factors considered by the faculty
or academic officials in arriving at that conclusion.
A copy of the preliminary decision shall be transmitted to the student and to the
Academic Unit at the same time. Such recommendation must be transmitted within ten
working days following the receipt of the documents from the Director of Academic
Accommodations.
If the student disagrees with the preliminary decision, the student may file a request
for review by the Chair of the Academic Unit.
5.02 Forms to initiate such further review may be obtained from the Office of Academic
Affairs. The completed form and any attachments must be filed with the Dean of the
school in which the student is enrolled within ten working days of the student’s receipt
of the preliminary decision that an accommodation will not be granted. A copy of this
form and any attachments must also be filed with the Office of Academic Accommodations
and the Office of Academic Affairs.
5.03 Copies of the request for further review will be forwarded to the appropriate
faculty member or faculty members for the purpose of receiving any additional written
response desired to be given by the faculty. Such response must be filed within five
working days, with a copy transmitted to the student and to the Office of Academic
Accommodations.
5.04 The Dean of the school in which the student is enrolled, or his or her designated
representative, should ordinarily render a decision regarding the matter within ten
working days after receipt of the response. The Dean may seek academic, legal, or
technical advice from college-level faculty committees or from University officials.
If more than ten days is required in a particular case, notice should be given to
the student of such fact, along with an anticipated date of response. The Dean’s decision
must include written reasons in support thereof.
5.05 If the student disagrees with the decision of the Dean of the school in which
the student is enrolled, the student may request further review by the Academic Vice
President by filing a request within five working days after receipt of the decision
of the Dean. The Academic Vice President may refer the appeal to the Academic Standards
and Policy Committee for input and or may seek additional input from the Office of
Academic Accommodations and or the Office of Legal Counsel to the Board of Regents.
The Academic Vice President normally will make a final decision within fifteen working
days and will communicate this decision to the student, the Office of Academic Accommodations,
and the Dean of the school in which the student is enrolled. There is no further appeal
of such determination.
5.06 The student and faculty member or administrative officials may mutually agree
to some other form of accommodation at any time in the review process. If an agreement
is reached, such agreement should be memorialized in writing, signed by the student,
and the review process will automatically be terminated.
Guidelines for Requesting Reduced Semester Course Load or Full-Time Student
Status as a Reasonable Accommodation
1.0 Purpose
1.1 The Americans with Disabilities Act and Section 504 of the Rehabilitation Act
of 1973 mandate that institutions of higher education must make reasonable accommodations
to the usual academic requirements for students with disabilities where such alterations
would not affect essential components of the academic program of the student and where
they would not result in undue financial or administrative burdens. Modifications
to academic requirements or curricular accommodations may include changes in the length
of time permitted for completion of degree requirements. Thus, students with qualified
disabilities may be entitled to take less than the regularly expected full-time academic
load and still be entitled to whatever privileges or benefits that are reserved for
full-time students as determined by the institution of higher education.
2.0 Definitions
2.1 Under current Oklahoma State University Institute of Technology policy, full-time
status is defined as follows. Regular semesters: undergraduate students who are enrolled
in twelve or more semester credit hours are classified as full-time students. Summer
session: undergraduate students who are enrolled in twelve or more semester credit
hours are classified as full-time students. Credit hours enrolled in through correspondence
study are not counted towards full-time status as outlined in Section 2.2 of the University
Academic Regulations.
3.0 Procedure for Initiating Request
3.1 The Oklahoma State University Institute of Technology Office of Academic Accommodations
recognizes that students with qualified and documented disabilities may request that
specific accommodations be afforded them due to said disability. Under the policy,
a request is presented by the student to the Director of the Office of Academic Accommodations
and then routed to the appropriate college- and department-level faculty and administrative
officers for evaluation and action.
3.2 In order to ensure timely evaluation of a student’s request for reduced semester
course load or full-time student status and his or her appropriate enrollment, a request
must be made in writing by the student in advance of the start of classes for each
semester that the accommodation is sought.
3.3 As a mandatory prerequisite to receiving reduced semester course load or full-time
status, any student desiring such accommodations must register with the Office of
Academic Accommodations, complete a Request for Academic Accommodations form, provide
competent medical documentation evidencing the existence of a specific disability,
and cooperate with the Director in determining accommodations that may be warranted.
It is the obligation of the student not only to provide competent medical documentation
as requested by the Office of Academic Accommodations, but also to renew any additional
requests for accommodations each new academic semester. The Office of Academic Accommodations
may require a student to provide additional competent medical documentation if it
appears that the student’s disability has substantially changed in character or if
a student who has been granted academic accommodations requests additional accommodations.
4.0 Determination of Eligibility
4.1 The Director of the Office of Academic Accommodations will evaluate eligibility
for reduced semester course load or full-time student status using the following criteria:
medical documentation that specifically evidences the need for reduced semester course
load; an academic record that substantiates difficulty in being a full-time college
student; related factors such as employment activities, co-curricular activities,
family or personal obligations, inadequate academic preparation, failure to utilize
appropriate academic accommodations, and poor class attendance must not be the primary
reasons for a record of academic difficulty or the need for reduced semester course
load; and the load and rigor of the courses proposed for enrollment during the semester
that reduced semester course load or full-time status is sought are of sufficient
weight to necessitate accommodation.
4.2 In order to evaluate a student’s eligibility for reduced semester course load
or full-time student status, the Director of the Office of Academic Accommodations
may require a student to submit specific documentation, including additional medical
documents, academic transcripts, and or other records as needed.
5.0 Request for Review of Curricular Accommodation
5.1 In the event that a student wishes to contest a decision by the Office of Academic
Accommodations, the student may initiate a Request for Review of Provision of Accommodations
to reach a final determination. Forms to initiate such further review may be obtained
from the Office of Academic Affairs and must be filed within ten working days of the
student’s receipt of the preliminary decision that an accommodation will not be granted.
5.2 Curricular accommodations, such as reduced semester course load or full-time student
status, will not be implemented during the pendency of the review process.
Guidelines for Initiating Student Complaints and or Grievances
The complaints and grievance procedures outlined below are provided to ensure that
students’ complaints are addressed promptly, that resolutions are achieved in a fair
and just manner, and that the concerns can be brought to the attention of the University
administration without fear of reprisal.
A complaint is a student’s written expression of dissatisfaction with the academic
accommodations for which they have been approved and or any possible discriminatory
aspects of University-related experiences which are outside the control of the student.
Students must submit a written statement of complaint to the OSUIT Office of Academic
Accommodations via email at megan.d.williams@okstate.edu or by phone at 918-293-4890
and should include the following:
- Name of the person or department involved
- Course name, number, and CRN if it is involving a professor
- Date of situation
- Location of situation if involving a campus location
- A brief synopsis of what occurred
- The desired outcome, for example, the chance to retake an exam with the accommodations
After receiving the student’s written complaint, the Director of the Office of Academic
Accommodations will work with the student through the following steps until resolution
is achieved.
- The Director will always direct the student to try to resolve the situation with the staff, faculty, or campus department first.
- Should the student not be able to resolve the situation or get a response from the staff, faculty, or department, the Director will contact the staff or faculty involved to discuss the student’s complaint.
- If accommodations are not being made and or a resolution cannot be achieved or if the student is not satisfied with the resolution, the Director will contact the head of the department involved.
- If resolution is still not achieved or if the student is not satisfied with the resolution, the student’s complaint is elevated to grievance status. The student will then be directed to contact the OSUIT Office of Academic Affairs to complete a formal Academic Affairs Grievance form and to be advised regarding further steps that will be taken.