Disability Resource Center

DRC Accommodations and Procedures

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, the follow procedures will be followed:

  1. 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.
  2. 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.

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 providing documentation of the nature of the disabling condition. Unless the existence of a disability and the need for accommodations is self-evident, some corroborating documentation is typically needed. These 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 Documentation Guidelines 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 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 Guidelines. Students may be asked to participate in an interactive process to gather information about his or her experience of disability, functional limitations, and need for accommodation.

Criteria for Evaluating Requests for Accommodations

  1. Documentation of disability must identify how a student’s ability to function is substantially limited as a result of her or his 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. Documentation of disability must demonstrate that the particular accommodation requested is necessary to ensure equal or equivalent access to campus services, programs, and/or activities.
  3. Reasonable accommodations are based on the current impact of the disability on academic performance. In most cases, this means that a diagnostic evaluation should be age appropriate and relevant to the student's learning environment, and show the student's current level of functioning. A prior history of accommodation(s) does not, in and of itself, warrant the provision of a similar accommodation(s).
  4. 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.
  5. 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.
  6. 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.
  7. Accommodations and support services offered through the DRC may not duplicate services or instruction available to all CPP students (e.g., tutoring, counseling services).
  8. The University is not required to provide retroactive accommodations for services, programs, or activities. 

Additional Accommodation Requests

Active DRC students seeking additional accommodations submit an Additional Accommodation/Documentation request through DRC Online Services. The student must also submit supporting documentation to support the additional accommodation request.

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. 

Documentation Guidelines 

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 quarter, 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 FormStudents 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, Inclusion, and Compliance (OEIC) at 909-869-4646 or by filing an online incident report at: https://cm.maxient.com/reportingform.php?CalPolyPomona&layout_id=8.

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

Intake Appointment

Once the application and documentation are received, the student may be contacted to meet with DRC staff for an Intake appointment. The Intake is an interactive process between the DRC and the student where 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.

The intake interview is a critical step toward determining eligibility. After the student submits an application for DRC services, an email will be sent to their CPP email to schedule an appointment. The purpose of this appointment is to learn first-hand the functional limitations and accommodation needs.

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.

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 disability documentation, the DRC intake counselor determines if eligibility for services and, if so, the appropriate and effective accommodations for their individual situation. If necessary to determining eligibility, DRC may request additional documentation.

 

Orientation

Following the Intake, students who are eligible to receive services will be provided access to a DRC Orientation to explain the procedures for use of the approved 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 limitationsA DRC disability specialist will determine this need based on the documentation provided and interactive process with the student.

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

Students request use of accommodations each term using DRC Online Services. Students experiencing difficulty accessing the online system, should contact the DRC office (909.869.3333).

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.

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.

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. 

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.

Realtime Captioning and Interpreting Services

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.

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.


Assistive Listening Device (ALD)

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 quarter.

University Policy on Assignments

Students are expected to complete assignments by the due dates established by the instructor in each class. Instructors must explain in the syllabus how class assignments/projects will impact final course grades and their policy on accepting late work; this information is expected to be available at the beginning of the semester. It is the responsibility of students to understand this information by carefully reading the syllabus.

Extended Deadlines for Assignments
Extended time on course assignments may be a reasonable accommodation in certain situations for students with health-related disabilities medical or clinical situation poses challenges with completing assignments by deadlines when unexpected situations arise. For example, students with chronic mental health or neurological conditions may require hospitalization, extended recovery times, and/or additional time to stabilize from unanticipated adverse reactions to medication or other treatment. If the student has a disability with random or cyclical acute episodes, the accommodation allows for flexibility in assignment deadlines and make-up work.

DRC might recommend this accommodation when:

  1. An assignment was not listed on the syllabus initially and is given to students with one week or less to complete;
  2. The assignment deadline is listed on the syllabus but the student did not get the necessary information to complete it until there is one week or less to the deadline;
  3. An unexpected medical or physical episode interferes with the student’s ability to complete the work in the expected timeframe.

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 assignment deadlines. 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 policy on assignment deadlines.

When Deadline Extensions for Assignments Might Not Be Reasonable:

  1. Assignments are sequential in nature and strictly build upon previous knowledge/skills (e.g., lab activities, assignments that prepare for weekly quizzes, project-based learning in which students must demonstrate regular progress, etc.)
  2. Assignments are a significant component of the educational experience of students in the class (e.g., group-based work, discussion boards, assignment reviews as a method of instruction, etc.)
  3. Retroactive accommodation for past due assignments. Instructors are not obligated to adjust deadlines for past due assignments for students who register with the DRC later in the term or wait to give notification of their eligible accommodations

In addition, assignment deadline accommodations do not apply to the following:

  1. Exemption from any or all assignments;
  2. Unlimited acceptance of late work; and
  3. Deadline extension requests due to chronic personal organization and time management difficulties (e.g., poor planning, procrastinating, and/or overcommitting).

What is the Process?

Step 1: DRC determines if a student’s disability qualifies for consideration of modification to class policies regarding assignment deadlines. If so, Extended Deadlines for Assignments will appear as an eligible accommodation on the student’s DRC Online Services dashboard. NOTE: DRC will consider requests for extended deadline accommodations on an individual case basis depending upon the extent to which the supporting documentation substantiates the need.

Step 2: Students approved for this accommodation MUST request Extended Deadlines for Assignments for the appropriate class through DRC Online Services prior to the beginning of the semester, or as soon as possible after the need for assignment deadline extensions arises. NOTE: Students should request the accommodation before meeting assignment deadlines becomes an issue.

Step 3: Students MUST schedule an appointment with their DRC counselor to discuss how the accommodation will be implemented for specific classes. Students MUST bring to their appointment the relevant course syllabus. 

Step 4: DRC will notify the class instructor by email regarding the need for extended deadline accommodations and request information to determine the extent of the accommodation for their specific course. Because each class and situation is different, the extent of the modification will determined by a discussion between the professor and DRC. When necessary, the academic chair or other academic administrator will be included in the discussion.

Step 5: Based on information on the course syllabus and/or discussed with the instructor, DRC will issue an Extended Deadlines Agreement and send it to both instructor and student. Upon receipt of the Extended Deadlines Agreement, instructors and students MUST review and bring up concerns or questions to the DRC within five (5) business days. DRC will determine if changes are appropriate and update the Extended Deadlines Agreement as necessary.

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. A majority of 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 making arrangements 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.

 

What is the Process?

Step 1: DRC determines if a student’s disability qualifies for consideration of modification to class attendance policies. If so, Modified Attendance will be listed as an eligible accommodation on the student’s DRC Online Services dashboard. (This is NOT an attendance waiver. Requests for accommodations for absences due to a disability will be considered on an individual and course-by-course basis.)

Step 2: Students approved for this accommodation MUST request Modified Attendance for the appropriate class through DRC Online Services prior to the beginning of the semester, or as soon as possible after the need for an exception arises. (Requests for Modified Attendance should be made before absences have become an issue.)

Step 3: Students MUST schedule an appointment with their DRC counselor to discuss how the accommodation will be implemented for specific classes. Students MUST bring to their appointment the relevant course syllabus.

Step 4: DRC will notify the class instructor by email regarding the need for an attendance accommodation and request information to determine the extent of the attendance accommodation for their specific course.

Step 5: Based on information on the course syllabus and/or discussed with the instructor, DRC will issue an Attendance Agreement and send it to both instructor and student. Upon receipt of the Attendance Agreement, instructors MUST review and bring up concerns or questions to the DRC within five (5) business days. DRC will determine if changes are appropriate and update the Attendance Agreement as necessary

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.

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 (OEIC) 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 quarter, 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.

Notetaking services are to provide access to orally communicated lecture material. Notetaking Services are provided through a peer notetaker or the use of technology.

Peer Notetaking

Notes are provided using a student-peer system. The Notetaker is compensated at the rate of $20.00/per unit on a prorated scale (hired weeks 1-5: 100%, weeks 5-10: 50%).  Each DRC student is eligible for one Notetaker per class.  Notetaking assistance does not substitute for class attendance.  Students approved for notetaking services are not eligible to be a Notetaker.

Process for Use of Peer Notetaking

  1. Student submits an Accommodation Request through DRC Online Services, selecting Notetaking Services for each class in which it’s needed.
  2. DRC emails a Notification of Accommodation to each instructor.
  3. DRC emails students enrolled in the class to solicit potential peer-notetakers. Alternatively, the DRC student is welcome to select their own peer-notetaker. Any interested students are directed to DRC to begin the hiring process.
  4. After attending the first class, the DRC students determines if notetaking services are needed and either confirms or cancels the request in DRC Online Services.
  5. If confirmed, DRC matches the student with a peer-notetaker that has completed the hiring process.
  6. The DRC student will receive an email indicating their notetaking request has been matched.
  7. The Notetaker uploads the class notes to DRC Online Services.
  8. The DRC student downloads the notes from DRC Online Services.

Student Responsibilities

  • Notify DRC if class notes are not posted online 24 hours after the class period.
  • Notify DRC if there are any issues or concerns about the quality of the notes.
  • Notify DRC of any changes in the need for notetaking or course enrollment status (e.g., dropping the class).
Notetaker Responsibilities  
  • Must upload notes to DRC Online Services within 24 hours of the class period.
  • Regular attendance and punctuality are required to fulfill notetaking duties.

Livescribe Pen

Use of a Livescribe Pen enables the qualified student to record everything they hear and write in the classroom environment. Recorded material can be synced with multiple platforms for use as an interactive tool. In some cases recording is prohibited at the discretion of the instructor when the content involves personal discussion and/or self-disclosure. In these cases, DRC will work with the instructor to obtain alternative notetaking assistance to supplement these sections of the course.

Process for Use of Livescribe Pen

  1. Student submits an Accommodation Request through DRC Online Services, selecting the Livescribe Pen for each class in which it’s needed.
  2. DRC emails a Notification of Accommodation to each instructor
  3. DRC emails the student to explain the equipment check-out process.
  4. Student is provided access to the Livescribe virtual orientation. If additional assistance is needed, student may request an in-person orientation.
  5. At the end of the loan period, the student deletes all data from the pen and returns to DRC.
Student Responsibilities
  • Students must return equipment by the date specified by the coordinator.
  • Students are responsible for the security of the equipment. If the equipment is lost, stolen or damaged immediate notification to DRC is expected. 
Use of this accommodation is conditional on the student’s adherence to the following agreement. Instructors may request a copy of the signed agreement on file with the DRC.

Recorded Lecture Agreement

  • Recorded material is for personal study use only and may not be shared with others.
  • Recorded material is protected under federal and international copyright legislation and may not be published or quoted (this includes social media) without permission.
  • All recordings must be destroyed at the end of the term.
  • Violation of any of the conditions of the agreement will be reported to Student Conduct and Integrity

Recorded Lectures

Recording class lectures is permitted for eligible DRC students when the student provides notification of the approved accommodation to their instructors.

Recorded Lectures-Audio

Use of a personal audio recording device of the student’s choice (e.g., digital audio recorder, Livescribe pen,  smartphone, etc.) for class lectures, subject to the following conditions.

Unless given explicit permission by the instructor:

  1. Recorded material is for personal study use only and may not be shared with others.
  2. Recorded material is protected under federal and international copyright legislation and may not be published or quoted (including on social media).
  3. All recordings must be deleted at the end of the term.
Recorded Lectures-Visual

Use of a personal camera or video recording device of the student’s choice (e.g., digital camera, smartphone, etc.) to record information presented visually, subject to the following conditions.

Unless given explicit permission by the instructor:

  1. Still photographs are the default visual format. Video recording is only appropriate when there is motion that must be included for visual context (e.g., lab demonstration, moving models, etc.).
  2. Recorded material is for personal study use only and may not be shared with others.
  3. Recorded material is protected under federal and international copyright legislation and may not be published or quoted (this includes social media) without permission.
  4. All recordings must be destroyed at the end of the term.

Process for Use of Audio-Recording

  1. DRC student submits an Accommodation Request through DRC Online Services, selecting Audio-Recording for each class in which it’s needed.
  2. DRC emails a Notification of Accommodation to each instructor

Use of Personal Laptop

Use of a personal laptop is permitted for eligible students to provide access to orally communicated lecture material. The student must provide their own laptop.

Process for use of Personal Laptop

  1. DRC student submits an Accommodation Request through DRC Online Services, selecting Laptop Use for each class in which it’s needed.
  2. DRC emails a Notification of Accommodation to each instructor.
  3. Student brings their own laptop to each class.

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.).
  • 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.

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.

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, or 2.) the exam time occurs outside of DRC testing hours (e.g., after 6:00pm).
If one of the conflicts listed above applies, students must schedule their test as reasonably close to the initial exam start time as possible, either on the same day or within one day of the class exam date.
If the student needs assistance scheduling/rescheduling an exam for a disability-related reason, DRC will engage in the interactive process with the instructor to determine an appropriate test date.
Requests to deviate from scheduling guidelines for a non-disability related reason are NOT permitted. Instructors who allow such deviations are assuming the University’s responsibility to administer tests with the student’s authorized accommodations.


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 quarter. 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
7:00-11:30am 8:00am
12:00-3:45pm 12:00pm
4:00-9:00pm 4:00pm


Exam Rescheduling/Cancellations

If a student is ill or needs to reschedule an exam for any reason, they are responsible for obtaining their instructor’s permission. If approved by the instructor, the student must modify the exam in DRC Online Services and must indicate the reason in the comments section. Once DRC processes the request, the instructor will receive email notification regarding the revised exam date.

If an exam request with DRC needs to be cancelled, the student is responsible for submitting the cancellation via DRC Online Services, in advance of the scheduled exam.  This includes cancellations when the student opts to take the exam in class, when the class exam was cancelled by the instructor, or when the student drops or withdraws from the class.

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.

Test Administration Agreement

 

The Test Administration Agreement (TAA) serves as the test proctoring guide for all exams during the term. Instructors are provided a link to the TAA in the email entitled “Faculty Notification of Accommodations”. Before a student’s request to schedule an exam at DRC can be processed, the TAA must be completed. If the Instructor does not complete the agreement, DRC will complete it on their behalf so that the student’s request can be processed in a timely manner. Instructors can email DRC updated TAA information as needed.

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 and DRC with the scheduled date and time.  The DRC will approve the request based on the information provided in the Test Administration Agreement.  However, the instructor should review the email to verify that the date and time are correct. The instructor has the option to approve a student to take a test at a different time than the scheduled class time for non-disability reasons.  Decisions should be made in accordance with standards of practice with non-disabled students in the course.

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)
  • E-mail to drctesting@cpp.edu
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
  • Returned via campus mail (DRC cannot guarantee delivery time or exam security once picked up from our office)

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 Bb
Within 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 eLearning 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.

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.