Disability Resource Center

DRC Policies and Procedures

Disability Law and Policies

Federal, State, and CSU System-Wide Legislation

As part of the California State University (CSU) system, Cal Poly Pomona (CPP) is committed to ensuring equitable access to educational opportunities to qualified students with disabilities.  In both practice and policy, CPP adheres to the requirements of the Americans with Disabilities Act of 1990, as amended 2008 (ADAAA); Sections 504 and 508 of the Rehabilitation Act of 1973, as amended; and all other federal and state laws and regulations prohibiting discrimination on the basis of disability.

To meet the legal requirements of these laws, the CSU system established the Policy for Provision of Accommodations and Support Services to Students with Disabilities [Coded Memorandum AA-2014-08] and EO 1111: The California State University Policy on Disability Support and Accommodations.

Under the provisions of this legislation, CPP may not unlawfully exclude a qualified individual on the basis of a disability from participation in the services, programs, or activities offered on its campus.  Appropriate accommodations and services will be provided to ensure equitable access unless it is demonstrated that providing such services would fundamentally alter the nature of the program, or would create undue financial or administrative burden.   

To address Title IX of the Education Amendments of 1972, CPP adheres to the EO 1097:  Systemwide Policy Prohibiting Discrimination, Harassment and Retaliation, Sexual Misconduct, Dating and Domestic Violence, and Stalking against Students and Systemwide Procedure for Addressing Such Complaints by Students Executive Order.

Disability Resource Center Academic Integrity Policy

To preserve the integrity of the testing environment, DRC adheres to CPP’s Student Conduct Code. Consistent proctoring and monitoring of exams will be employed using both human proctors and video cameras.  If a student is caught cheating or is suspected of cheating, the incident will be reported to the faculty member as well as to Student Conduct and Integrity. 

DRC Responsibilities/Rights
  • To review all materials that are taken into the testing room
  • To be permitted at any time to view all testing materials, clothing, accessories, etc.
  • To proctor all testing areas during the test administration through the use of cameras and live proctors.  This includes the monitoring of distraction free environments by opening the individual testing room doors periodically throughout the test administration. 
DRC Student Responsibilities/Rights
  • To uphold academic integrity
  • To only bring items that are permitted for the exam. 
  • To provide or show materials when asked by DRC staff.
  • To stop testing and provide DRC staff the exam materials when the time has ended.
In the event of suspected academic dishonesty, these procedures will be followed:
  • The exam will be stopped at point of discovery and the student will not be able to continue.  The exam and copies of any unauthorized materials will be returned to the instructor and Student Conduct and Integrity.
  • The instructor and Student Conduct and Integrity will determine the consequences according to the Student Conduct Code.

Disability Resource Center Confidentiality Policy

The DRC complies with the Family Education Rights and Privacy Act (FERPA, 2001), which protects students’ educational records and prevents their improper disclosure. Information related to a student’s disability may be released for the purposes stated below:
  • To individuals identified as having an educational need to know for the purpose of providing and coordinating appropriate disability accommodations or services;
  • To individuals identified as having an educational need to know for the purpose of providing academic adaptation of curricula;
  • When required by state and federal laws (e.g., in the event that the student might pose a serious risk of harm to themselves or others, or to comply with a lawfully issued subpoena);
  • To ensure the rights of students are fully protected regarding disclosure, students must sign a Release of Information specifically naming any other individuals authorized to disclose personally identifiable disability-related information and to receive such information.

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Eligibility for Services

As defined by the CSU Policy for Provision of Accommodations and Support Services to Student with Disabilities, a disability is a physical or mental impairment of an individual that limits one or more of the major life activities and requires either a record of such an impairment, or documentation of having been regarded as having such an impairment.

DRC recognizes that individuals with temporarily disabling conditions that are a result of injuries, surgery, or short-term medical conditions may need access to services and resources similar to individuals with permanent disabilities. Temporary disabilities are defined as a transitory impairment with an actual or expected duration of six months or less. Examples of temporary disabilities may include, but are not limited to: broken limbs, hand injuries, torn ligaments, or post-surgical recoveries. 

To receive accommodations and services, the student must complete the DRC registration process, which includes submitting an application for services and participating in an interactive process with DRC staff to gather information about the student’s experience of disability, functional limitations, and need for accommodation. Unless the existence of a disability and the need for accommodations is self-evident, some corroborating documentation is typically needed in order to establish permanent eligibility for services. Documentation may include educational or medical records, reports and assessments created by healthcare providers, school psychologists, teachers, or the educational system. External documentation will vary in its relevance and value depending on the original context, credentials of the evaluator, the level of detail provided, and the comprehensiveness of the narrative. The DRC General Guidance for Disability Documentation explain the criteria used by the University to establish a reasonable level of documentation in order to determine if a student qualifies as a person with a disability and to identify appropriate services and accommodations.

However, DRC recognizes barriers exist and can create hardship with regard to presenting third-party documentation. Please do not delay submitting an application for services out of concern for not having appropriate paperwork. Any information/documentation that students can readily share during or before the first meeting is helpful and can save the need for follow-up meetings. DRC will consider any information provided by the student for substantiating the disability and request for particular accommodations, even information outside of that listed in the Documentation Guidance. Additionally, it may be possible to establish accommodation eligibility on a provisional basis, pending receipt of corroborating documentation.

Criteria for Evaluating Requests for Accommodations

  1. Information provided by the student during the interactive process must establish how a student's ability to function is substantially limited as a result of their physical or mental impairment. A diagnosis of impairment alone does not establish that an individual has a disability within the meaning of the law.
  2. Information provided by the student during the interactive process must demonstrate that the particular accommodation requested is necessary to ensure equal or equivalent access to campus services, programs, and/or activities.
  3. The use of an accommodation is not reasonable if:
    • It would result in a fundamental alteration in the nature and essential requirements of a University service, program, or activity;
    • It causes an undue financial or administrative burden; or
    • It poses a threat to the health or safety of others.
  4. Modification of academic requirements must not result in substantial changes to essential content and/or level of instruction for a particular course, degree requirements, or other academic program or activity.
  5. The University is not required to provide personal aids and services, including attendants/assistants, individually prescribed devices, readers for personal use or individual study time, or other devices or services of a personal nature such as tutoring or typing.
  6. Accommodations and support services offered through the DRC may not duplicate services or instruction available to all CPP students (e.g., tutoring, counseling services).
  7. The University is not required to provide retroactive accommodations for services, programs, or activities. 

Documentation Guidelines 

Additional Accommodation Requests

Active DRC students seeking additional accommodations submit an Additional Accommodation/Documentation request through DRC Online Services. Additional accommodation requests are subject to the evaluation criteria detailed above.

Temporary/Inactive students seeking to continue their temporary eligibility or reinstate expired eligibility must submit an Additional Accommodation/Documentation request through DRC Online Services.

The student’s DRC advisor will provide written notification of the decision to approve and/or deny the request, including the reason for denial, within 5 business days. If the request for an additional accommodation is denied, the student is provided information about how to request reconsideration using the Accommodation Reconsideration form available on the department webpage: https://www.cpp.edu/~DRC/accommodations-and-procedures/dispute-resolution.shtml

Denial of Service and/or Accommodations

Incoming Students: Students who complete the DRC Application for Services are asked to specify the academic accommodations and support services that they need.       

  1. At the student’s DRC initial intake appointment, the intake counselor will establish eligibility for accommodations and/or services based on an interactive process.
  2. Notice of eligible accommodations is available at the conclusion of the intake appointment in the “My Eligibility” tab of DRC Online Services.
  3. DRC intake counselor will document the denied accommodation(s) and the basis for the denial in the department’s data management software.
  4. DRC will run reports each term to monitor and analyze instances of and reasons for denied accommodations and/or services looking for trends and following up accordingly.

Current Active Students: The department will review additional accommodation requested submitted by active DRC students. Requests are submitted through the DRC department database.

  1. The student’s DRC advisor will provide written notification of the decision to approve and/or deny the request, including the reason for denial, within 5 business days.
  2. If the request for an additional accommodation is denied, the student is provided information about how to request reconsideration using the Accommodation Reconsideration form available on the department webpage.
  3. Accommodation Reconsideration forms submitted by students are forwarded to the DRC Director or designee, who will evaluate the matter to ensure DRC protocols were followed. The student will be notified of the decision within 5 working days. 

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DRC Dispute Resolution Procedures

Students are encouraged to make reasonable efforts to have their concerns addressed informally. The complainant is strongly encouraged to discuss the matter in question, and as soon as they become aware of the problem, with the DRC staff member or service provider most directly involved.

  1. Students have option of making an informal complaint by:
    • Verbally discussing the nature of the complaint and desired outcome with the DRC Director  
    • Submitting a Service Delivery Complaint form. 
  2. DRC Director will review and respond to the student either by email or phone within 5 working days.
  3. If needed, a meeting will be scheduled to further discuss the issue and explore possibilities of resolution.
  4. The nature and resolution of all complaints will be documented in the DRC student database for tracking purposes.
  5. Each term, Director will review to ensure appropriate and timely response and follow-up accordingly.

Students may be asked to provide written authorization for the Director to speak with those whose actions caused the complaint, in order to reach a resolution.

Accommodation Reconsideration

Students who have been denied their requested accommodation(s) may request reconsideration of the decision by completing the Accommodation Reconsideration Form. Students will be asked to provide additional information that supports their request and may attach additional documentation that addresses the reasons given by the DRC for the denial.

The Accommodation Reconsideration Form is forwarded to the DRC Director, who will evaluate the matter and make appropriate recommendations within five (5) working days of receiving this form.

In the event the student disagrees with the Director’s decision the student may pursue the University’s formal grievance procedures by contacting the Office of Equity, Inclusion, and Compliance.

Disability Discrimination

Students who believe they have experienced discrimination on the basis of disability may pursue the University's formal grievance procedures by contacting the Office of Equity and Compliance (OEC) at 909-869-4646 or file an online incident report with OEC.

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DRC Registration Process

CPP students establish their eligibility for accommodations via the following DRC Registration Process.

Step 1 – Submit an Application

Students interested in registering with the DRC should submit an application and available disability documentation using DRC Online Services. Students experiencing difficulty accessing the online system should contact the DRC office (909.869.3333 or drc@cpp.edu).

Step 2 – Schedule an Appointment

Once the application and available documentation are received, the student will be contacted via their CPP email to schedule an Intake appointment with DRC staff. Scheduling of the Intake appointment is not dependent on the receipt of disability documentation. The student will be invited to meet with a counselor for an intake interview after DRC receives and reviews the application for DRC services. The purpose of this appointment is for DRC staff to learn first-hand from the student about their functional limitations and accommodation needs.

Step 3 – Intake Appointment

The Intake interview is a critical step in the interactive process between the DRC and the student. During the Intake, the nature of the student’s functional limitations will be discussed and the student’s eligibility for academic adjustments, auxiliary aids, and/or services will be determined based on the available information.

Please note that participating in a DRC Intake interview does not guarantee program eligibility. Based on both the student’s self-reported information and the available disability documentation, the DRC intake counselor determines the student’s eligibility for services and, if so, the appropriate and effective accommodations and duration of eligibility for their individual situation. DRC may request additional documentation if necessary to corroborate the student’s self-report and/or determine the duration of eligibility.

Once eligibility for accommodations is established, the student will receive an email outlining their next steps, which includes requesting the use of specific accommodations for each of their classes. Students must log in to DRC Online Services every term to request which accommodations they would like to use for each of their classes. Accommodations do not go into effect until they are requested for specific classes.

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Overview of Accommodations

A reasonable accommodation is a modification or adjustment to a course, program, service, or activity that enables a qualified student with a disability equal access. 

Use of an accommodation is not reasonable if any of the following apply:

  1. It represents a fundamental alteration of the course/program objectives
  2. It causes an undue financial or administrative burden
  3. It poses a threat to the health or safety of others

DRC authorizes and facilitates the use of accommodations and services for students with disabilities.  Each eligible student receives accommodations based on an individualized assessment of their specific disability-related limitations. A DRC disability specialist will determine this need based on the documentation provided and interactive process with the student.

Students who have been denied eligibility for their requested accommodation(s) may request reconsideration of the decision through the Accommodation Reconsideration process as detailed in the Dispute Resolution Procedures section.

Student Responsibilities

Students choose which of their accommodations they would like to use for each of their classes. Every term students must log in to DRC Online Services and select which of their accommodation they would like to use for each of their classes. Although eligibility for certain accommodations is established during the Intake process, those accommodations do not go into effect until they are requested for specific classes. Students experiencing difficulty accessing the online system to request accommodations should contact the DRC office (909.869.3333 or drc@cpp.edu).

Instructor Responsibilities

Instructors who have questions or concerns about accommodations approved for a student must consult with DRC. DRC must be involved if any changes are to be made regarding approved accommodations.

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Alternate Media

Alternate Media (Alt Media) refers to the conversion of printed course materials into an alternate, accessible format. This accommodation ensures students with visual, information-processing, or strength/dexterity disabilities access to their textbooks and all printed course-related materials.

Process for Use of Alternate Media

  1. Student registers for classes during Priority Registration (Students approved for Alt Media are also approved for Priority Registration to allow DRC to accommodate the request in a timely manner.)
  2. Student submits an Accommodation Request through DRC Online Services, selecting Alternate Media for each class in which it’s needed. Requests should be made within 2 weeks of the early registration period.  Requests are processed on a first-come, first-served basis.
  3. DRC emails a Notification of Accommodation to each instructor
  4. DRC will email the student when Alt Media materials are ready to be downloaded

Student Responsibilities

  • Notify Alt Media Coordinator of any changes to the class schedule related to materials being converted.
  • Submit a course syllabus including reading assignment dates if requested.
  • Submit all classroom handouts to be modified one week before needed.
  • Provide evidence of possession of a copy of the textbook(s).   

Instructor Responsibilities

  • Respond promptly to notification letters when necessary
  • Ensure classroom materials, such as presentations, readers, handouts, and websites are fully accessible.
  • Submit book requisitions to the campus bookstore per the Bronco Bookstore faculty guidelines.
  • Ensure online materials are created in an accessible format.

Alternate Media Contact Information

For questions regarding DRC Alternate Media Services, please email us at drcaltmedia@cpp.edu.

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Deaf and Hard of Hearing Services

DHH services are to provide equal access to communication for students with a documented hearing loss. DHH services include: Realtime Captioning, Interpreting, or an Assistive Listening Device. All services provided are on a request-only basis for any course and event on campus.

Realtime captioning is a method of providing immediate, verbatim translation of spoken English into text using a steno machine and specialized software. The text is displayed on a laptop in the classroom for the student to follow in real time. Captioning services are provided by a qualified and professional realtime captioner.  

Interpreting is a method of providing immediate interpretation of spoken English into American Sign Language (ASL). Interpreting services are provided by a qualified and professional American Sign Language (ASL) interpreter.

An Assistive Listening Device (ALD) is used to amplify sound and provide students with improved access in the classroom. The speaker will wear a microphone attached to a transmitter and sound is amplified by a wireless receiver attached to headphones worn by the student. 

Process for Use of Interpreting and Realtime Captioning Services

  1. Student registers for classes during Priority Registration (Students approved for DHH services are also approved for Priority Registration to allow DRC to schedule in-class service providers in a timely manner.)
  2. Student submits an Accommodation Request through DRC Online Services, selecting the appropriate DHH service for each class. Requests should be made within the 2 weeks following the Priority Registration period. 
  3. DRC emails a Notification of Accommodation to each instructor.
  4. DRC schedules service providers.
  5. The DHH Coordinator emails instructor confirmation that a service provider has been assigned and will be present in each class.
  6. (Realtime Captioning only) Transcripts will be available through DRC Online Services before the next class.

If the student needs DHH services outside of the classroom, they must submit a Custom Request through DRC Online Services at least 3 working days in advance. If it is less than 3 working days, DRC will make a reasonable attempt to fulfill the request.

Process for Use of Assistive Listening Device 

  1. Student submits an Accommodation Request through DRC Online Services, selecting Assistive Listening Device for each class in which it’s needed.
  2. DRC emails the Notification of Accommodations to the instructor.
  3. DRC will email the student to schedule an appointment with the DHH Coordinator to check out the equipment.
  4. Student returns the equipment at the end of the term.

Instructor Responsibilities

When showing a video or streaming media during class or online, closed captioning must be available and turned on. Showing multimedia without captions is not permitted.  Interpreting or Realtime Captioning services do not meet the legal requirement for captioned multimedia materials, as per EO 926.  If using media that is audio only, the instructor must provide a transcript to the student.  The student holds the right to file a complaint against the instructor if non-captioned media is used for instructional purposes.

Student Responsibilities

Schedule Changes

Schedule changes made after Priority Registration may result in delay of services. Student’s eligibility for Priority Registration may be withdrawn due to a change in disability status or if it is not used for the reason it was approved. The student is required to notify the DHH Coordinator of any changes to their class schedule within 3 business days. Failure to request services within this timeframe may delay delivery of services.

Attendance

The student must attend class to receive services. The student is expected provide advance notice to the DHH Coordinator in the event of an absence or late arrival. If student is not in class within 20 minutes of class start time and has not contacted the coordinator, it will be assumed that the student is not attending class and the service provider will leave. Irregular attendance of 5 or more missed classes may require a meeting with the DHH Coordinator to evaluate effective use of services. If services are suspended, reasonable accommodations will be made in the interim.  

Working with DHH Staff

Service providers are not responsible for informing the DHH Coordinator of class cancellations, future absences, or additional upcoming service requests. All accommodation matters must be discussed between the DHH coordinator and student.

Service providers are not responsible for any information the student has missed or to explain any lecture information that was not understood. If the student does not understand the discussion/lecture the student should raise their hand and ask the instructor to repeat the information. If the instructor does not finish talking about his/her ideas or does not finish his/her sentences or tell jokes that student may not understand, it is the responsibility of the service provider to transcribe/interpret what is spoken. The service provider is not responsible for reminding students of test dates, homework, and/or project assignments, deadlines, etc.

If the student has any questions or concerns about their service provider they should discuss with the DHH coordinator.

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Extended Deadlines

University Policy on Assignments 

Students are expected to complete assignments by the due dates in each class. Instructors are expected at the beginning of the semester to explain on the syllabus how assignments/projects count towards final course grades and the class policy on accepting late work. It is the responsibility of students to understand this information by carefully reading the syllabus. 

Extended Deadlines for Assignments 

This accommodation is specifically designed to build in a slight amount of flexibility around class deadlines in order to specifically address the impact of chronic physical or mental conditions that result in significant challenges to completing assignments by their due dates.

Some students with chronic health conditions that are episodic in nature and periodically worsen or unexpectedly "flare up" may experience legitimate barriers to completing assignments quickly and may need occasional exceptions to the class policy on accepting late work. For example, students with chronic psychiatric conditions may require hospitalization and/or more time to stabilize from episodic flare-ups or unanticipated side effects to medication or other treatment. And students with permanent neurological conditions that limit their motor skills (e.g., paralysis of one or two hands) might experience undue hardship when the turnaround time for the assignment is relatively short. 

Legal Basis 

Federal law requires universities to consider whether any policy or procedure in place is discriminatory for students with disabilities and alter it if found to be so. University representatives must engage in a reasoned, deliberative process to consider individualized adjustments to allow students with disabilities an equal opportunity to meet course and program requirements. However, the university is not required to waive essential academic requirements resulting in fundamental changes to learning objectives or technical standards.

The DRC is required to serve as an intermediary between students and class instructors to protect student confidentiality and determine reasonable adjustments to the class policy on assignment deadlines and accepting late work. Students must submit to the DRC disability documentation from a qualified professional to establish relevant history and current functional limitations that necessitate the requested accommodation. At no time are students required to present disability documentation to instructors. Instructors have a legal obligation, upon DRC’s request, to participate promptly in a collaborative and deliberative process to determine educationally feasible alternatives to their class attendance policy. 

When Assignment Extensions Might Not Be Reasonable 

Extensions on assignments are not reasonable accommodations if they change or remove essential components of a course. Examples include, but are not limited to: 

  1. When assignments are designed to be completed in a specific sequence to build upon earlier knowledge/skills (e.g., lab activities, assignments that prepare students for weekly quizzes, project-based learning that must show regular progress, etc.)
  2. When the assignment is a significant part of group learning (e.g., group projects, discussion boards, assignments are reviewed as a class, etc.)
  3. When the assignment occurred in the past. Retroactive accommodation for past due assignments is not considered reasonable. Instructors are not expected to adjust deadlines on past due assignments for students who have registered with the DRC later in the term or wait to give notification of their eligible accommodations.  

In addition, this accommodation is not designed to support: 

  • Unlimited acceptance of late work 
  • Extra time to complete each class assignment in every class 
  • Chronic personal organization and time management difficulties
  • Non-disability related reasons (e.g., car trouble), seasonal illness (e.g., cold/flu), or health conditions that are not documented with the DRC 

Student’s Role & Responsibility for Receiving Extended Deadline Accommodations 

IMPORTANT: This accommodation does not go into effect until the student and instructor have discussed and agreed upon a specific plan. It is the student’s responsibility to initiate this process.  

Step 1: Request the Accommodation

The student must request the Extended Deadline accommodation for the class through DRC Online Services. This should be done prior to the beginning of the semester, or as soon as possible after the need for an exception arises. (Instructors are not expected to extend a deadline that has already passed.)  

Step 2: Establish an Agreement with the Instructor

The student must initiate the process of creating an agreement with the instructor for how the accommodation will be provided in the class. This should be in place at the beginning of each semester, or as soon as possible after the student requests the accommodation for the class. The agreement should address specific adjustments that can be made to the class policy on accepting late work and/or assignment due dates. For example: 

  • Which assignments can and cannot be submitted without penalty after the original deadline?  
  • How many additional days are allowed, or what are the adjusted due dates for the specified assignments?  
  • Does the instructor want to be notified if the student plans to submit an assignment after the deadline?  

The student must initiate the agreement process by one of two methods:

Option 1: Contact the instructor directly.  DRC strongly recommends that agreements with instructors are put in writing (e.g., outlined in an email). Students who opt to contact the instructor to establish an agreement may find it helpful to use the Extended Deadlines Instructor Agreement on their DRC Online Services dashboard. 

- OR - 

Option 2: Request assistance from DRC.  To request assistance from DRC to establish an agreement with the instructor, students should submit an Additional Accommodation/Documentation request through DRC Online Services. On the request form, select the third option for Question 1, and then skip to Question 5. If available, the student should upload the class syllabus with their request. DRC will contact the student to schedule aappointment. If the class syllabus was not uploaded, the student should have it available during the appointment. 

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Housing Accommodations

Students requesting a housing accommodations must follow the University Housing Services procedures and submit disability documentation to DRC. Accommodations in housing are approved on a case by case basis and are dependent on the nature of the disability and/or health condition as well as the impact in the campus living environment. DRC works in partnership with University Housing Services to provide accommodations that meet the student’s needs.

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Mobility Assistance (Service Suspended Indefinitely due to COVID-19)

DRC’s Mobility Assistance Cart (MAC) provides intra-campus cart service for eligible students, faculty, and staff with mobility difficulties.

Students: Complete the DRC registration process in order to receive services: DRC Registration

Faculty and Staff: Contact the Office of Equity, Inclusion, and Compliance (OEC) at 909.869.4646 to determine eligibility for services. Once eligibility is confirmed, DRC will email the individual to coordinate services. To request rides, the individual must follow the steps below.

Process for Use of Mobility Assistance Services
  • Eligible individuals complete a MAC Request form indicating rides needed (both recurring & one-time only).
  • The individual emails the completed form to DRC (drcmac@cpp.edu) at least one day prior to the requested ride.
  • Same say rides can be requested by individuals who have been approved for MAC service or who have submitted an application. Rides are subject to availability but will be accommodated whenever possible.
  • The individual will receive a confirmation email when the request has been processed.
Rider Responsibilities
  • Riders must be at the pickup location at the scheduled time. The cart driver will wait five (5) minutes for the individual to arrive at the pickup location.
  • If a scheduled ride is not required, the individual must contact DRC (909.869.3333, drc@cpp.edu) at least one hour prior to the scheduled pick-up time.
  • If an individual cancels a ride without contacting DRC (i.e., no-show) 3 or more times per term, services may be suspended until the individual meets with the Mobility Cart Coordinator to evaluate effective use of services.
MAC Services Hours

Monday – Thursday:   7:15am-5:45pm
Friday:  7:15am-4:45pm

Additional MAC Evening Hours*

Monday – Thursday:   5:45-10:00pm
Friday:   Not Available
*Requests for rides after 5:45pm must be made a minimum of 2 days in advance. No same-day requests will be accepted.

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Modified Attendance

University Policy on Class Attendance

Cal Poly Pomona views class attendance as an individual student responsibility. Students are expected to understand and follow the attendance policy established by the instructor in each class. Instructors are expected to explain their class attendance policy and method used to calculate the final grade on the syllabus, and to make this available in class at the beginning of the semester.

Modifications to Course Attendance Policies

Some students with chronic health conditions that are episodic in nature and periodically worsen or unexpectedly "flare up" may experience legitimate barriers to class attendance and may need occasional exceptions to the class attendance policy. This might include, but is not limited to, students with diabetes, epilepsy, cancer, mental health disabilities, migraines and conditions requiring on-going or specialized medical treatment. Due to the nature and/or history of the disability, periodic or occasional absences can be anticipated; however, students may not be able to give advanced notice of a disability-related absence. Some students may require treatment and, in some cases, hospitalization. Most students, however, typically do not visit a doctor and might not be able to provide a doctor’s note for each absence.

It is important to understand that, even if excused, absences might negatively affect academic performance because of the lack of benefit from full classroom interaction. Students who are eligible for attendance accommodations are expected to keep up with the overall volume of coursework, including course content, lecture notes, and information presented during class. It is the student’s responsibility to arrange how they will obtain this information, such as by planning with their instructor or classmates to obtain notes from missed classes. 

Legal Basis

Federal law requires universities to consider whether any policy or procedure in place is discriminatory for students with disabilities and alter it if found to be so. University representatives must engage in a reasoned, deliberative process to consider individualized adjustments to allow students with disabilities an equal opportunity to meet course and program requirements. However, the university is not required to waive essential academic requirements resulting in fundamental changes to learning objectives or technical standards.

The DRC is required to serve as an intermediary between students and class instructors to protect student confidentiality and determine reasonable adjustments to the course attendance policy. Students must submit to the DRC disability documentation from a qualified professional to establish relevant history and current functional limitations that necessitate the requested accommodation. At no time are students required to present disability documentation to instructors. Instructors have a legal obligation, upon DRC’s request, to participate promptly in a collaborative and deliberative process to determine educationally feasible alternatives to their class attendance policy.

When Attendance Accommodations Might Not Be Reasonable

Attendance accommodations might not be reasonable in courses that involve significant in-class participation as a method of instruction or assessment. Missing too many class meetings might threaten the integrity of the course as offered and compromise the educational experience of other students in the class. Examples include, but are not limited, to:

  • Project-based classes in which students utilize class meetings to work and learn as a group
  • Lab courses, where the functional nature of the course relies on student participation as an essential method for learning
  • Studio art classes in which the primary purpose is to utilize ongoing feedback from the instructor and other students as work progresses
  • Field experience courses that require a specified number of hours in a practicum or internship setting over the course of the term
  • Courses where student contributions are a significant component of the learning process
Unlimited, extended or excessive absences

Students with extended absences or those who have missed too many class meetings and/or scheduled tests might find that a make-up plan is not workable. Instructors are not obligated to provide individualized instruction or to re-teach material that was missed. If absences become excessive, it may be necessary to petition for a Course Withdrawal or to ask the instructor for an Incomplete Grade.

Retroactive accommodation for previous absences

Accommodations do not apply retroactively. Modifications to the class attendance policy will not apply to absences committed before the accommodation was in place. Instructors are not obligated to adjust their class attendance policy for students who register with the DRC later in the term or wait to give instructors notice of their eligible accommodations.

In addition, attendance accommodations do NOT apply to the following:

  1. Consistent absences due to frequently occurring appointments (e.g., weekly therapy);
  2. Absences due to chronic personal organization and time management difficulties;
  3. Absences due to non-disability related reasons (e.g., car trouble), seasonal illness (e.g., cold/ flu), or health conditions that are not documented with the DRC.

Student’s Role & Responsibility for Receiving Modified Attendance Accommodations 

MPORTANT: This accommodation does not go into effect until the student and instructor have discussed and agreed upon a specific plan/agreement. It is the student’s responsibility to initiate this process. Use of a make-up exam allowance does not go into affect until an agreement is in place.

Step 1: Request the Accommodation 

The student must request the Modified Attendance accommodation for the class through DRC Online Services. This should be done prior to the beginning of the semester, or as soon as possible after the need for an exception arises. (Instructors are not expected to extend a deadline that has already passed.) 

Step 2: Establish a Modified Attendance Agreement 

The student must initiate the process of creating an agreement with the instructor for how the accommodation will be provided in the class. This should be in place at the beginning of each semester, or as soon as possible after the student requests the accommodation for the class. The agreement should address specific adjustments can be made to the class policy on attendance (examples below). The agreement should also specify make-up exam details. As needed, student schedules the exam thru DRC Online Services in accordance with these specifications.  

  • What is the maximum number of allowable class absences without penalty? 
  • Is there a specific timeframe in which tests and/or assignments can be made up? 
  • Does the instructor want to be notified if the student must be absent due to their disability? 

The student may initiate the agreement process by one of two methods: 

Option 1: Contact the instructor directly. DRC strongly recommends that agreements with instructors are put in writing (e.g., outlined in an email). Students who opt to contact the instructor to establish an agreement may find it helpful to use the Modified Attendance Instructor Agreement on their DRC Online Services dashboard. 

- OR - 

Option 2: Request assistance from DRC. To request assistance from DRC to establish an agreement with the instructor, students should submit an Additional Accommodation/Documentation request through DRC Online Services. On the request form, select the third option for Question 1, and then skip to Question 5. If available, the student should upload the class syllabus with their request. DRC will contact the student to schedule an appointment. If the class syllabus was not uploaded, the student should have it available during the appointment. 

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Notetaking Accommodations-Overview

Notetaking Accommodations are approved when the student experiences a barrier to taking their own notes during class. In most cases Notetaking Accommodations are intended to supplement a student’s own notetaking efforts and fill in any gaps in their own notes.

Depending on the notetaking barriers a student experiences, Notetaking Accommodations may include:

  • Notetaking Services: students receive a copy of class notes for review
  • Notetaking Supports: intended to help students take their own notes, such as permission to record class lectures or use a laptop to take notes during class.

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Notetaking Services-Note Taking Express (NTE)

DRC contracts with a professional service called Note Take Express (NTE) to provide Notetaking Services. NTE is a user-friendly service that converts the student’s lecture recordings* to professional notes. The student simply records the lecture and uploads it to NTE. Within 24-48 hours, the notes are sent to the student’s CPP email.

Student who request Notetaking Services accommodation for their class(es) will receive an NTE account and information about how to use the service. Students who have any questions or concerns about use of NTE should contact DRC immediately for technical assistance or to explore other options available.

*Students recording their lectures are required to adhere to the conditions detailed in Notetaking Support-Audio Recording.

How to Use Notetaking Services

  1. DRC student submits an Accommodation Request through DRC Online Services, selecting Notetaking Services for each class in which its needed
  2. DRC will add the student to Note Taking Express (NTE) for all synchronous classes.
  3. Student will receive an introduction email from NTE with their username and password
  4. DRC will send student an email with additional information about how to use NTE
  5. Student records lecture and uploads recording to the NTE website
  6. Within 24-48 hours, NTE will send the student’s professionally made notes to their CPP email

Notetaking Services: Access Barrier-Class Format

Notetaking access barriers often differ depending on the mode of instruction for a given class:

  • Face-to-face: Traditional classroom instruction
  • Synchronous: Realtime virtual instruction
  • Asynchronous: Virtual instruction without realtime instruction
Face-to-Face and Synchronous Classes

Students are more likely to experience barriers to notetaking in face-to-face and synchronous classes where instruction occurs in realtime, at a pace determined by the instructor. DRC will provide the Notetaking Services accommodations for face-to-face classes and synchronous online classes that are not recorded by the instructor and made available for review. Notetaking Services will be provided through use of Note Taking Express (NTE)*.  

*Students should contact DRC immediately if they have any questions or concerns about use of NTE. DRC will work with the student to provide technical support or to explore other options available.

Asynchronous Classes

Most students do not experience a barrier to notetaking for asynchronous classes, as students have unlimited access to course materials and can freely pause recordings to take their own notes. This is also true for face-to-face or synchronous classes in which the instruction sessions are recorded and posted for students to review. Therefore, DRC does not automatically approve use of NTE for asynchronous classes and for recorded face-to-face or synchronous classes. However, DRC encourages any students who continue to experience a barrier to notetaking for asynchronous and recorded classes to contact us to discuss available options

Please visit Notetaking Services-NTE for more information on how to use NTE and for additional resources, including audio recording resources.

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Notetaking Supports-Recorded Lectures

The following instructions on how to audio record lectures are provided for the benefit of:

  • Student who are eligible for and have requested Notetaking Services accommodations and will be recording lectures to send to NTE to receive their notes; and/or
  • Students who are eligible for and have requested to use Notetaking Support accommodations such as audio recording of lectures.

Students are required to adhere to the following conditions prior to using the accommodation:

  • Understand the recorded material will be solely used for their personal use for educational purposes and will not be reproduced or shared in any way.
  • Understand the recorded material is protected under federal and international copyright legislation and may not be published or quoted (this includes social media) without the instructor's explicit consent.
  • Understand they must stop recording if personal or sensitive information is being shared.
  • Understand they must delete all recordings at the end of the term.

Violation of any of these conditions will be reported to Student Conduct and Integrity for disciplinary action which may include suspension or expulsion from the University.


To utilize Notetaking Support-Audio Recording accommodations, the student submits an Accommodation Request through DRC Online Services, selecting Audio Recording for each class in which it's needed. Their instructor will then be notified that the student has permission to utilize the requested accommodation.

Please visit Audio Recording Accommodation for recording instructions and other resources.

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Priority Registration

The purpose of Priority Registration is to ensure students with disabilities have equal access to academic courses.  Only a small percentage of students are eligible for Priority Registration.  DRC strives to approve this accommodation to students with documented and justifiable needs.

Eligibility for Priority Registration

To be eligible to receive priority registration, the student must be registered with the DRC and have a disability-related need which meets one or more of the following criteria:

  • The student’s approved accommodations require significant time for DRC to arrange (interpreting, alternate format conversion, etc.); and/or
  • The student has extraordinary class scheduling needs due to health restrictions and/or medical treatment (such as chemotherapy, renal dialysis, etc.).

Please note: Student’s eligibility for Priority Registration may be withdrawn due to a change in disability status or if it is not used for the reason it was approved.

How to Request Consideration for Priority Registration

Students who believe they are eligible based on the above criteria, should discuss their request with their DRC Intake Counselor.  Eligibility is based upon appropriate documentation of the disability need.  DRC determines eligibility for Priority Registration for students with disabilities.

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Service and Emotional Support Animal

Service Animals

A service animal is a dog (or miniature horse) trained to do work or perform tasks for the benefit of an individual with a disability.  Individuals with service animals are entitled to the same access as their peers.

If the service animal’s purpose is apparent (e.g., a guide dog for an individual without sight), you should not ask the individual using the animal any questions about the use of the animal.  You may discuss issues surrounding the use of the animal, such as seating of or breaks for the animal.  If it is not clear that an animal is needed for a disability, you may only ask two questions of an individual with a service animal:

  1. Is the animal required because of disability?
  2. What work or task has the animal been trained to perform?

Questions concerning a service animal should be directed to the DRC. No student or employee should be required to disclose his/her disability in order to work or study at the University.

Requirements for Service Animals:

  1. The animal must be under the control of the individual using the animal. 
  2. If the animal displays out of control behavior (i.e. aggressive or disruptive behavior such as uncontrolled barking), the individual using the animal must attempt to get the animal under control. If unable to do so, then you may inform the individual that the service animal must be removed from the room or activity. 
  3. The animal must be “housebroken” and the individual using the animal is responsible for cleaning up after the animal. 

Emotional Support Animals

Emotional Support Animals (ESA), sometimes called assistance, therapy, support or comfort animals, are not, in most cases, recognized by the American with Disabilities Act (ADA) as Service Animals.  Such animals must follow the general policies regarding animals on campus unless they are service animals.   The right to have an emotional support animal (ESA) in and around University Housing facilities is based upon establishing that the use of the animal is a reasonable and necessary accommodation.

Process for Use of an Emotional Support Animal

  1. Student follows DRC Registration Procedures (please refer to DRC Registration).
  2. Student engages in the interactive process with DRC to determine eligibility for use of the requested accommodation.
  3. DRC notifies University Housing Services or University Village of the accommodation determination.

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Test Accommodations

Test accommodations provide the student with a disability the opportunity to demonstrate their knowledge of course material on an equal basis with their non-disabled peers.  The accommodations intend to ensure that the examination process accurately measures the student’s knowledge and abilities in a specific subject matter rather than reflecting limitations due the disability.

Process for Use of Test Accommodations

  1. DRC student submits an Accommodation Request through DRC Online Services, selecting Test Accommodations for each class in which they’re needed.
  2. DRC emails a Notification of Accommodation to each instructor
  3. The student schedules each exam through DRC Online Services
  4. DRC reviews the request and approves the scheduled exam or sends the student a request to reschedule
  5. When approved, notification is sent to the student and instructor
  6. DRC emails the instructor to obtain a copy of the exam
  7. Upon completion, DRC facilitates the return of the exam to the instructor

Scheduling Exams

Students MUST schedule the test request to overlap with the date and time the class is taking the exam, unless either, 1.) the exam’s extended time would overlap with another class, 2.) the exam time occurs outside of DRC testing hours, or 3.) the student has an approved accommodation for make-up exams*.

If the requested date/time is different than the class, students must indicate the reason in the comment section of the exam request. If one of the exceptions applies, students must schedule their test as reasonably close to the initial exam day/start time as possible.

*If a student with an approved accommodation for make-up exams needs assistance scheduling/rescheduling, DRC will engage in the interactive process with the instructor to determine an appropriate test date.

If an Instructor approves for a student to take an exam at a different date/time than the class, those tests must be scheduled with the Test Center.

DRC will correspond with students via their CPP email for approvals and reschedules. It is the student's responsibility to ensure the test is scheduled appropriately.

Exam Scheduling Timeline

Students may schedule their exams as early as the first week of class, and are ENCOURAGED to do so.  An instructor’s syllabus usually provides quiz, midterms, and final exam dates for the term. If an instructor changes an exam date the request is modifiable using DRC Online Services.

The student should schedule their exams through DRC Online Services. If submitted within 24 hours of the start time, DRC cannot guarantee the exam materials will be received from the professor in time and the student may have to take the exam in class.


Finals Exam Scheduling Timeline

The student schedules Finals through DRC Online Services no later than 5pm on the Monday of the 14th week of the term. Students may submit Final Exam Requests as early as the first week, and are encouraged to do so. 
DRC is open from 7am-8pm during finals week, but students may only schedule their exam to start at one of the start times listed below. The student must choose the start time that corresponds closest to the actual time of the class exam time, using the chart below for guidance. If the student is requesting a different date or time, they must include the reason in the comments section of the request before DRC will process the request.
DRC Final Start Times:     Monday – Thursday:  8:00am, 12:00pm, 4:00pm • Friday:  8:00am, 12:00pm

CLASS Final Start Time DRC Final Start Time
7:00am • 9:00am 8:00am
11:00am • 1:00pm 12:00pm
3:00pm • 5:00pm • 9:00pm 4:00pm

Calculating the Test Time with Extended Time

Students must schedule their exams with consideration of the total testing time including the extended time. Students should speak with their instructor to verify the standard time for the exam if it is not announced ahead of time.

The following formula may be used in calculating the total testing time:

Formula:  Class time in minutes x accommodation amount = extended time (round up to nearest tenth)

Example #1: Exam is 30 minutes.  Student approved for 1.5

30 x 1.5 = 45 [Student will receive 45 minutes]

Example #2: Exam is 1 hour, 15 minutes.  Approved for 1.5x

75 x 1.5 = 112.5 [Student will receive 115 minutes or 1 hour and 55 minutes]

Exam Day at the DRC

Students should arrive on time and be ready to take their exam at the scheduled time.  It is recommended that students arrive ten minutes before each scheduled exam.  Additional study time is not permitted, nor is additional time added for late arrivals, or for students who do not finish within their allotted time. Both DRC and the student share the responsibility of monitoring the exam end time. Food and drink (except for water) are not permitted in the test area.  Noise cancelling headphones may be checked out with the student’s Bronco ID. 
If an exam is not at DRC when the student is scheduled to start, DRC is expected to make a reasonable effort to contact the instructor.  If the exam cannot be obtained, the student determines a revised date, as reasonably close to the original exam date as possible. DRC will email the instructor to communicate the revised test date and to obtain the exam materials.

Procedures for Testing at DRC

  1. Students checks in for their exam
  2. The student reads the exam instructions from the instructor, including time and materials allowed (i.e. note card, calculator). The student will be responsible for following the exam instructions at all times. DRC can provide clarification if there are specific questions.
  3. Students will be assigned an exam space prior to entering the testing area. Students are not permitted to choose or change their exam space once it has been designated.
  4. Lockers are provided for storage of personal belongings. The only items allowed in the testing room are bottled water and the approved testing materials.
  5. Once an exam has begun a student may not return to the locker, unless accompanied by DRC staff.
  6. Students are not permitted to leave the test area once the exam has begun. Use of the restroom is permitted however the exam time clock does not stop.  The student must bring their exam to the front counter and must tell DRC staff before being allowed to leave. If students are gone for longer than five minutes, DRC will notify the instructor for exam security purposes. 
  7. The student must inform DRC staff immediately if they are unclear about exam instructions or have concerns about the test environment/conditions. DRC staff will attempt to contact the instructor for clarification about specific questions.
  8. When the exam time is up, the student will stop and return the exam materials to DRC staff.

Instructor Responsibilities

The DRC works in partnership with the instructor to ensure that a student’s accommodative needs are met.  If the instructor elects to accommodate the student, they are expected to provide all accommodations as prescribed by the DRC.  However, if the instructor is unable to accommodate the student the DRC will administer the exam on the instructor’s behalf.

Verification of Eligibility for Testing Accommodations

Depending on disability-related needs, the student may choose whether or not to use accommodations in each class and for each exam.  The student will initiate the use of their approved accommodations through DRC Online Services. Once accommodations have been requested, a Faculty Notification Letter will be emailed to the instructor.  The subject of the email will read “Faculty Notification of Accommodations”, and the student’s approved test accommodations will be listed.  Information on the notification letter should be reviewed, and questions directed to the Testing Coordinator at x3333.

Exam Request Submission

The student schedules each exam request to be taken in the DRC using DRC Online Services.  After the request is approved an email is sent to the instructor with the scheduled date and time. The instructor should review the email to verify that the date and time are correct. 

Exam Materials

To ensure proper administration, all exams should be provided to the DRC 48 hours in advance of the scheduled exam or final. DRC will send a courtesy reminder email, 48 hours prior to the scheduled date. The instructor should provide the same exam administered to the class.  If there are corrections, clarifications, and/or additional information shared with the class during the administration of the exam, it is expected that the instructor will contact the DRC (x3333) at the time at which the information is shared with the class.

The instructor can use the following methods to submit exam materials to DRC 48 hours prior to the scheduled exam date:
  • Upload to DRC Online Services using the link provided in the exam reminder email
  • Deliver directly to the DRC (9/103)
If there are multiple students taking the same exam, the DRC will not duplicate any exam materials unless written or verbal authorization is obtained from the instructor.
If an exam is not at the DRC when the student is scheduled to start, DRC staff is expected to make a reasonable effort to contact the instructor.  If the exam cannot be obtained, the student determines a revised date, as reasonably close to the original exam date. DRC will email the instructor to communicate the revised test date and to obtain the exam materials.
DRC offers the following methods for return of the completed exam materials:
  • Instructor pick up from DRC
  • DRC scans & emails within 24 hours

Nonstandard Exams

Pop Quizzes

Pop quizzes can be scheduled with DRC. If the student is informed by the instructor to expect pop quizzes in their class, the student should send an email to drctesting@cpp.edu. DRC will contact the instructor to find out specifics about the quiz administration.  After consultation with the instructor, the student will be contacted by DRC to provide appropriate test accommodation modifications.


Blackboard Exams

For non-proctored online exams, students are not required to take their exams in DRC in order to access their extended time. The instructor, as the exam administrator within Bb, is responsible for adjusting the time for the DRC student. The student may coordinate directly with the instructor to request access to their approved time extension or may request assistance from DRC. 

Instructor instructions for providing extended time within BbWithin the Test/Survey Availability Exceptions on the Test and Survey Options page in Bb, the instructor creates an exception to the established availability settings for the specific exam. Instructors should contact Center for the Advancement of Faculty Excellence (CAFE) for technical assistance if needed.

GWT Accommodations

Eligible students can use their test accommodations for the Graduate Writing Test (GWT). Students using accommodations take the exam in DRC. In most cases, the exam is administered on the Thursday and Friday, preceding the standard test date.


Procedures for use of accommodations during GWT
  1. Student follows the standard university registration procedures through the Test Center
  2. When registering, the student must select the option for use of accommodations
  3. Student send an email to drctesting@cpp.edu, indicating that they have registered for the upcoming test
  4. Upon receipt, DRC will send information regarding the available test dates to the student
  5. Student selects test date and schedules the exam through DRC Online Services
  6. On the scheduled exam date, student arrives at DRC with the standard materials as required by the Test Center

General Information

Math Formula Sheets and Memory Aids

Math formula sheets and memory aids are intended to assist with memory recall and not intended to directly answer exam questions. Instructors musts approve the formula sheet or memory aid before the student can use it. A copy of the formula sheet or memory aid will be returned to the instructor with the completed test.

Music

Students eligible for the accommodation of music during exams are allowed to use Pandora or other online streaming music service.  Students are not permitted to use their own devices, including cellphones or iPods. 

Readers

Readers will only read what is on the printed page and cannot be asked to interpret, define, explain or reword questions.  They may however, repeat information when asked.  Students are responsible for communicating with the reader about their needs for tone, rate, etc. If the student has any concerns about the reader, they should discuss with the Testing Coordinator immediately.

Scribes

Scribes will write down verbatim what the student dictates. The scribe is not responsible for organizing or paraphrasing the student’s words, or for correcting grammar and punctuation.  The student may request, at any time, to review what the scribe has written, either by reading it or asking the scribe to read it aloud.  If the student has any concerns about the scribe, they should discuss with the Testing Coordinator immediately.

Exam Security

DRC testing facilities are recorded via CCTV. Students may request, in advance, to test with a human proctor in lieu of CCTV monitoring.

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University Admissions

Applicants with disabilities must follow regular University admission procedures and application deadlines.

Admissions Appeal Process

Students who are denied admissions to the University may appeal such decisions through the Office of Admissions and Outreach Appeals Process. As part of this process, the Office of Admissions and Outreach requires applicants to submit an appeals package. Supporting documentation that verifies a disability should be sent to the Office of Admissions and Outreach.

Please note that, while DRC can verify disability status and submit recommendations in support of an applicant’s appeal, the final decision will be made by the University’s Admissions Appeal Committee.

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