Disability Services Procedures

Course Substitution Request
Note-taking procedures
Problem/complaint procedure
Reduced Course Load
Testing Accommodations

Course substitution request procedures

Step 1
The student shall initiate a course substitution request by obtaining and completing the Request to Waiver and Substitute Courses (RWSC) form from the Office of Registration and Records. The completed form and the following documentation to support the request are submitted to the Disability Services case manager at a scheduled meeting.

The documentation needs to include:

• Verification of disability from a licensed professional
  
• Evidence of current functional impact of the disability in relation to the need for substitution.
  (The Disability Services case manager will review the form and documentation)
  

Step 2
The student will schedule a joint meeting with his/her Disability Services (DS) case manager and his/her advisor to review the request.

Step 3
After the meeting with the advisor, the DS case manager will provide letters to the departments outlining the request, making a recommendation and providing a disability-related justification.

Step 4
The student delivers the completed RWSC forms and the DS case manager's letter to their department chair for consideration and a decision.

Step 5
If the academic department approves the request for a course substitution, the department chair submits the form and the DS case manager's letter to the college Student Progress Committee Chair.

Step 6
The College Student Progress Committee Chair is responsible for considering the request and making a decision.

Step 7
The Student Progress Committee sends both the signed RWSC form and Disability Services letter to the Office of Registration and Records:

• The Office of Registration and Records notifies the student of the committee's decision.
  
• If the request is denied and the student wants Disability Services to help him/her with the appeal, the student will make a request for help from the Disability Services case manager.
  
• If the student wishes to appeal a denial of a request, the form for the appeal can be obtained at the Office of Registration and Records.
  

Step 8
If the student is dissatisfied with the outcome of the appeal, s/he can choose to file a grievance using NDSU's Equal Opportunity Grievance Procedures. http://www.ndsu.edu/equal_opportunity

Note-taking procedures

Disability Services (DS) provides class notes as an accommodation to eligible students who have a disability that adversely affects their ability to take their own notes.

Class notes provide access to the lecture and are not a substitute for attending classes. Faculty and/or note-takers have the right to withhold notes for the class periods students do not attend.

If the student does not follow the class notes policy and procedures, this accommodation may be suspended until the student has talked with the DS case manager and cleared up any difficulties or misunderstandings.

Students for whom note-taking services have been approved by DS as a reasonable accommodation use the following procedures:

Step 1
The student shall inform DS staff about the courses for which he/she will require notes.

Step 2
The student and DS staff shall complete the note-taker request form.

Step 3
The student shall take the request form to the instructor. The instructor will make an announcement in class for a note taker without identifying the student (unless an alternative method of providing class notes is determined to be appropriate - example - Instructor's lecture notes).
NOTE: The student has the option of having a DS staff member contact his/her instructors to request this accommodation. The student shall make this request of disability services if s/he would like DS staff to initiate request with instructors.

Step 4
The instructor is responsible for reviewing prospective note taker's notes to inspect the legibility and content. NOTE: The instructor shall refer the prospective note taker to Disability Services; this individual will bring the blue note-taker approval form to his/her meeting with DS staff.

Step 5
The Accommodations Coordinator shall meet with the prospective note taker to do the following:

• Review class notes
• Watch note-taking training video
• Review note-taker responsibilities
• Complete payroll forms and confidentialty agreement

Step 6
The student receiving notes is given the note taker's name and phone number to arrange a time to pick up class notes and to coordinate this exchange throughout the semester.

Step 7
Copies of class notes are provided at no cost to the student or note taker.


STUDENT RESPONSIBILITIES

• Request an accommodation of class notes from DS.
  
• Follow the class notes policy and procedures.
  
• Attend class regularly. Notes are not a substitute for class attendance.
  
• Work with the provider of class notes to ensure quality of notes and timeliness.
  
• Report any unresolved problems/concerns (especially those lasting more than one week), to DS immediately so appropriate steps can be taken to correct the situation. NOTE: DS will not support a request for changing a test or assignment due date based on lack of notes if the problem was not reported within one week.
  
• Immediately notify DS if the class is dropped.

DISABILITY SUPPORT SERVICE RESPONSIBILITIES

• Determine if class notes are an appropriate accommodation for an individual student.
  
  
• Provide student with accommodation forms to give to instructor.
  
  
• Consult with the instructor when appropriate.
  
  
• Hire and train note takers.
  
  

FACULTY RESPONSIBILITIES

• Once notified that class notes have been requested as an accommodation, the instructor shall meet with the student and consult about the provision of class notes - some options include the following:
  - recruiting a note taker from the class.
  - providing copies of the professor's personal lecture notes.
  - providing copies of PowerPoint presentations/overheads.
  
  
  
• If necessary, the instructor shall make a class announcement to enlist or recruit a note taker. Be sure to respect the confidentiality of the student needing the notes. If you're unable to enlist a note taker, contact Disability Services immediately.
  

  
  

NOTE TAKER RESPONSIBILITIES

• Meet with the Accommodations Coordinator to complete paperwork.
  
  
• Participate in the training provided by DS.
  
  
• Take notes on the entire lecture, including any directions for class assignments, tests, videos, etc.
  
  
• Provide a readable copy of the notes within an agreed upon time frame.
  
  

Problem/complaint procedure

The Office of Disability Services seeks to ensure access to the educational environment and opportunities/ activities for students with disabilities at NDSU. DS staff are committed to providing access by conducting a fair assessment of each situation and adhering to high standards of integrity. In certain circumstances, individuals may disagree with decisions regarding the eligibility for services, appropriateness of accommodation(s), or quality of services received.

Students are encouraged to use the following steps to resolve the complaint.

Please complete the disability services problem/complaint form to summarize the issue of concern.

Step1
The student is encouraged to directly communicate the problem/complaint to his/her case manager.

Step 2
If the problem/complaint is not resolved, the student shall schedule a meeting with the Disability Services Coordinator, 212 Ceres Hall, (701) 231-7671.

Step 3
If the complaint continues to be unresolved, the student shall schedule a meeting with the Director of the Counseling Center/Disability Services, 212 Ceres Hall, (701) 231-7671.

Step 4
If no resolution is reached within the department, the student shall be directed to schedule a meeting with the Associate Dean for Student Wellness, 176 Wellness Center, (701) 231-5204.

**Please note that not all complaints may be resolved in exactly the manner you prefer, but university personnel will work with you to seek the best possible outcome.

Reduced course load request procedures (NDSU Policy E 606.3)

A student with a disability may request to be considered a full-time student while carrying a less than full time course load if he/she is seeking:

• non-federal or campus-based financial aid.
  
• participation in an intercollegiate sport offered at NDSU.
  
• participation in any other university sponsored activity requiring full-time status.

Step 1
The student initiates the request for a reduced course load.

1.1
Requests for a reduced course load are submitted to the Coordinator of Disability Services in writing with supporting documentation. Students are encouraged to make this request 4-6 weeks prior to the semester for which a reduced course load is sought.

1.2
Supporting documentation must include a diagnostic evaluation from an appropriate professional that is recent enough to evaluate the current impact of the disability.

Step 2
The coordinator will evaluate the documentation and the request in terms of the impact of the disability and the demands of the student's current or proposed schedule. In some cases, additional documentation may be required to make a determination.

Step 3
The Coordinator of Disability Services prepares a written summary and recommendation regarding the request to the appropriate department (e.g., Student Financial Services, Office of Registration and Records, or the Athletics Office). A copy of this document is kept in the Disability Services file.

3.1
This recommendation will include an evaluation of the documentation and the request in terms of the impact of the disability and the demands of the current or proposed schedule.

3.2
The student, DS Coordinator, and/or appropriate departmental personnel will meet to discuss the potential consequences of the reduced course load in regard to financial aid, registration and records, and athletic departmental guidelines. The departmental representative will evaluate the information and make a determination regarding the reduced course load status. The student will be notified during the meeting or as soon as a determination has been made.

Step 4
If the request is denied, the student may appeal the decision by following the Equal Opportunity Grievance Procedures. (NDSU Policy 156). http://www.ndsu.edu/equal_opportunity

Step 5
At the agreed upon credit load, the student is considered full time and is entitled to all the services, benefits, rights and privileges of full-time status. Students who drop below the agreed upon credit load will jeopardize their full-time student status.



Test accommodation procedures

Students for whom test accommodations have been recommended by Disability Services (DS) as a reasonable accommodation use the following procedures to make necessary arrangements.

Step 1
The student shall make an appointment with a DS staff person at the beginning of the semester to obtain Exam Reservation Forms. NOTE: Students are not prohibited from requesting testing accommodations at any time during the semester; however, these accommodations would not be implemented retroactively.

Step 2
The student shall schedule an appointment with the instructor, preferably during the instructor's office hours to ensure confidentiality and to complete the Exam Reservation Form. Instructions for completing the Exam Reservation Form are as follows:

• DS completes sections A and B of the Exam Reservation Form.
• The student completes section C of the Exam Reservation Form, which includes instructor contact information and test dates. The student shall obtain all examination dates and times for the semester, including the date/time of the final exam.
  
  NOTE: Arrangements need to be discussed for exams that conflict with other class times or are in the evening. The Disability Services office proctors exams only during regular university office hours (8 a.m. to 5:00 p.m. during the academic year and 7:30 a.m. to 4:00 p.m. during the summer). Faculty who plan in-class "pop" quizzes and know that the student typically uses testing accommodations should contact DS to make the necessary arrangements.
  
  
• The student and instructor shall discuss where the test will be administered, either in the instructor's department or at the Disability Services office. The instructor then completes section D of the Exam Reservation Form.
• The student and instructor shall clarify exam pickup and delivery instructions. If testing is taking place in the DS office, the instructor shall complete section E of the Exam Reservation Form.
  • Pickup and delivery of the exam is the responsibility of the faculty. Faculty may choose to delegate that responsibility to a TA, academic office personnel, or to the student taking the exam. If the student is delivering the exam, it's to be placed in a tamper-proof envelope to ensure security.
  • Exams delivered to Disability Services by the instructor's department must arrive by 1 PM two working days prior to the exam date if tape recording or test enlarging is needed.
  • Exams delivered to Disability Services by the instructor's department must arrive by 5 PM one working day prior to the exam date if no format changes are needed.
• The student shall clarify special exam conditions with the instructor, such as whether or not calculators or formula sheets are allowed, or if the exam is open book. The instructor then completes section F of the Exam Reservation Form.
  

Step 3
The Student shall return completed Exam Reservation Forms to Disability Services at 212 Ceres Hall. Incomplete forms will be returned to the student for completion. Completed Exam Reservation Forms are required before testing accommodations will be provided.

Step 4
The student shall return the Exam Reservation Forms to Disability Services at least 5 business days in advance of the test or quiz. Without this notice, DS cannot guarantee the availability of proctors, rooms, etc. If the student cannot provide 5 business days notice, options would include one of the following:

• Negotiate with the instructor to take the exam at Disability Services at a later date
  (5 business days notice).
• Negotiate an alternative accommodation that can be provided within the department.
• Take the exam in the classroom without accommodations.
  
  

Important things to remember

• The student is responsible to be on time for the exam.
• If the student is more than 30 minutes late for the scheduled exam, the student jeopardizes the opportunity to take the test that day. NOTE: The student is responsible to contact the instructor to seek permission to reschedule the exam in such cases. The instructor needs to confirm the test change with Disability Services. If DS does not receive confirmation from the instructor, the student will not be permitted to test at the new time/date.
• Students who need to change or cancel a scheduled exam should notify Disability Services as soon as possible - students will need to contact the instructor and DS to negotiate an alternative time to take the exam. NOTE: The instructor needs to confirm the test change with Disability Services. If DS does not receive confirmation form the instructor, the student will not be permitted to test at that time.
• The student is responsible for notifying DS immediately after dropping a class for which testing accommodations were sought.

NDSU Disability Services
Phone: (701) 231-7671
Email: ndsu.disability.services@ndsu.edu