Faculty & Staff Supporting Students

Isn’t accessibility OSD’s responsibility?

Accessibility is EVERYONE’S responsibility.  Anyone who creates content regardless of medium, platform or programming needs to take steps to ensure that it is accessible. 

Here are campus links with guidance for formatting accessibility:

• Website and Digital Accessibility
• Digital Learning and Accessibility in the On-Line Classroom

 

If the student has an appointment with the OSD, does that guarantee they will receive accommodations?

No, an intake appointment is the first step in the process.  Students must also provide historical and current documentation, and complete several forms, and participate in an interactive dialogue, before the OSD can determine if limitations are currently present and, if so, how those could reasonably be mitigated by accommodations.

 

What is the difference between an “OSD Disability Specialist” and an “OSD Academic Department Liaison?”

An OSD Disability Specialist works in the Office for Students with Disabilities (OSD) and has a background in Education, Counseling, Social Work, or Rehabilitation Counseling.  A Disability Specialist works directly with students with disabilities and, through an interactive process, determines reasonable and appropriate academic and non-academic accommodations so that students have access to campus living and learning environments. 

 An OSD Academic Department Liaison is a staff member who works within a specific academic department (Math, Psychology, etc.) and, among their many responsibilities, may assist instructors with accommodation processes, communications, and arrangements

 Why must I provide accommodations to students with disabilities?

As a federally funded institution, UC San Diego must provide reasonable accommodations to students, staff, faculty, and visitors.  The Americans with Disabilities Act (ADA), the Americans with Disabilities Act Amendments Act (ADAAA) and Section 504 of the Rehabilitation Act of 1973 as well as state and UC policies, including the UC Policy on Anti-Discrimination, establish our responsibilities for preventing discrimination and providing access to persons with disabilities.

 Don’t accommodations provide some students with an unfair advantage over others?

No.  Reasonable and appropriate accommodations, modifications, and adjustments ensure that people with disabilities have equitable access.  Accommodations do not necessarily equate to success.

 Who determines if a student is eligible for accommodations and which accommodations are “reasonable?”

The Office for Students with Disabilities (OSD) has been given authority by UC San Diego to conduct the interactive process with the student, interpret documentation, and determine reasonable and appropriate accommodations for undergraduate, graduate and professional school students. 

 OSD Disability Specialists have backgrounds in Education, Counseling, Social Work, or Rehabilitation Counseling and broaden their expertise through training provided by national professional organizations regarding the interactive process, disability legal rights and determining reasonable and appropriate accommodations at the university level.

 Do I have to provide accommodations?  Are they optional?

If you receive an Authorization for Accommodation (AFA) letter from the Office for Students with Disabilities (OSD), you are obligated to provide the accommodations listed unless the student indicates to you in an email or other written documentation that they do not need the accommodation for the course. 

 If you believe that providing the accommodation would constitute a fundamental alteration of your course, you must engage in an interactive dialogue with the OSD so that it may be determined and documented if this is the case, and if a different accommodation would be more suitable.  Please contact the OSD Director, Joanna Boval at jboval@ucsd.edu.

 How will I know that a student is eligible for accommodations?

You will receive an email, which is also sent to the student and the OSD Academic Department Liaison, after the first day of instruction each quarter or within the quarter as soon as the student accepts their accommodations.  The email will be sent from no-reply@osd.ucsd.edu.

 What if I disagree with the accommodations that are listed or if I have questions about the accommodations?

Please email the OSD Director, Joanna Boval at jboval@ucsd.edu and cc the OSD front office at osd@ucsd.edu.

 What do I do if a student requests an accommodation that is not listed on their AFA letter?

If a student requests an accommodation that is not listed on their AFA letter, please let them know that you can only provide the accommodations listed and refer them back to their OSD Disability Specialist or the OSD front desk – osd@ucsd.edu.

 What do I do if a student requests an accommodation and they do not have an AFA letter?

Please let them know that you cannot provide accommodations without an AFA letter and refer them back to the OSD to schedule an appointment – osd@ucsd.edu.

 Are the rules for student conduct different for students with disabilities?

No, all students must follow the same standards for student conduct for the University regardless of disability status.

 Are students responsible for discussing their accommodations with instructors?  If so, when and how should they do this?

Students should make arrangements to communicate with instructors about their accommodations as soon as their AFA letters have been sent out.  It is recommended that instructors do NOT discuss accommodation arrangements in public spaces, such as before or after class, or during drop in office hours.  Instead, communicate by phone, email, or Zoom, or schedule a separate meeting with the student.  Students receive several reminders of this next step in the accommodations process when they accept their accommodations.

 Can I ask the student to disclose their disability to me?

No, you may not ask the student to disclose their diagnosis, what they are being treated for, or what type of treatment they are receiving.  Should they share information about their disability, please refrain from making comments comparing them to any family, friends, or colleagues in similar situations.

 What if a student tries to hand me documentation or paperwork from a medical or mental health provider?

Unless it is a short note indicating that a student was absent for a particular period of time, do not accept any documentation.  Please refer the student back to the OSD to schedule an appointment.

 

My final exam is scheduled for 3 hours but I’ve written it to be completed by most students in 60-90 minutes.  If a student has 2.0 exam time as an accommodation, am I still obligated to give them 6 hours to complete the test?

Yes, you are still obligated to give them 6 hours to complete the exam if they have double time (2.0) on the final exam.

 What are the possible consequences if I do not provide an accommodation to a student?

Provided you are given sufficient notice, if you do not provide reasonable and appropriate accommodations in a timely manner, the student has several options to pursue a grievance, including filing a complaint with UC San Diego’s Office for the Prevention of Harassment and Discrimination; filing a complaint with the state or federal office for Civil Rights; pursuing a legal resolution through private means.

 Do I need to provide alternate assignments or assessments for students with disabilities?

No. The purpose of the accommodation is to provide access to the assignment or the assessment, not to change its content.  Students with disabilities are required to complete all coursework and assessments, just as other students must do, to earn a grade.

 If I suspect a student has a disability that may be impacting them, how should I approach this conversation with them?

Communicate with the student privately and, with empathy and compassion, let them know that you have noticed that they have been struggling. You should not ask them whether they have a disability or medical condition.  Provide them with a list of campus resources and encourage them to reach out to various resources such as their College Deans, CAPS, OSD, and the Teaching and Learning Commons.

 What do I do if a student with an AFA letter contacts me 24 hours or less before an exam and they have never approached me to discuss accommodations?

Even if a student requests an accommodation with very short notice, efforts must be made to accommodate the student if possible.  If this is not possible, then work with the student after the exam to get accommodations in place before the next assessment.

 What should I do if a student is experiencing a disability related issue during an exam?

If a student is experiencing an acute medical or mental health issue, call 9-1-1.  If a student has started the exam and they are not able to complete it, there is no expectation that the student would be able to come back and finish the same exam at a later time.  However, they should be given the option to take a make-up exam.

 A student has brought an animal to my class or my lab – what should I do?

A student may bring a service animal (dog) into a class or lab space without having the service animal indicated on their AFA as an accommodation.  If you have not been informed by the OSD that the student will be bringing a service animal (dog) into a class or lab space, you may contact the OSD at osd@ucsd.edu for confirmation and further guidance.  The service animal (dog) is to be under the student’s control at all times.  It is not to engage in behaviors that are disruptive (e.g., barking, playing with toys), destructive (e.g., urinating or defecating in class, chewing furniture) or aggressive (lunging, biting).  The service animal (dog) is a working animal and, as such, should not be interacting in any way with other students, instructors, or staff.  In California, service animals (dogs) are NOT required to wear a special collar, tag, vest or any other identification indicating that it is a service animal, although it may.

On rare occasion, you may receive an AFA letter indicating that a student may be bringing an Emotional Support Animal (ESA) into the classroom, lab, or exam room.  An ESA may be any animal (dogs, cats, and rabbits are the most common); all of the information above related to control of behaviors apply to an ESA. 

 What do I do if an Instructional Assistant or Teaching Assistant who is employed by my department needs accommodations for a disability?

Accommodations for faculty and staff are handled by Disability Counseling and Consulting.  More information may be found on their website: Disabilities and Rehabilitation.

 Can I share with my Instructional Assistant or Teaching Assistant that a student has a disability and needs accommodations?

Yes, if the student will need accommodations within IA/TA-facilitated instruction (e.g., discussion sections, labs, and office hours), you may share the AFA letter with them.  Please do this as soon as possible so there is no delay in providing the accommodations.

 There is another person accompanying the student to class.  Who are they and what is their role in the classroom?

Some students may need the assistance of a personal care attendant (PCA) to help them with activities of daily living such as ambulation, medication management, using the restroom, and communication.  Personal care attendants are hired by the student and are not University employees nor third party vendors of the University. The PCA will be listed as an accommodation on the student’s AFA letter.

 Is the student’s disability and their need for accommodations confidential?

Yes, information about the student’s disability and their accommodations is on a need-to-know basis.  Please share only the information that is necessary to facilitate accommodations. 

 Should students with the flu, a cold, or Covid register with the OSD?

No, these are not considered disabling conditions.  However, if an individual is experiencing long haul Covid, they may be eligible for accommodations and should be referred to the OSD.

 I understand that there may be an increase in measles cases on campus this year.  What do I do if a student contacts me about this?

If a student contacts you about having to isolate due to contracting measles or being exposed to measles, please refer the student to the OSD Director, Joanna Boval, at jboval@ucsd.eud, and to their College Dean for Student Affairs.  The OSD will follow up with you to coordinate temporary accommodations for the student including remote attendance, participation, and assessment.

 Do I need to include a statement about the OSD and accommodations on my syllabus?

While this is not required by law nor campus policy, the OSD would encourage you to use this statement on your syllabus.

 In addition to getting an email, is there another way to find out which students in my class have accommodations?

Yes, you can access MyOSD and get information about the students enrolled in your course who have accommodations.  Using Single Sign-On, log into https://myosd@ucsd.edu.  Select your department and the term and then click “View.”

 My entire department has questions!  What can we do?

Please contact the OSD Director, Joanna Boval, to discuss an in-person or zoom chat to get your questions answered at your next departmental meeting.

 I understand that the Triton Testing Center may be able to assist me in proctoring exams.  Who do I contact?

The Triton Testing Center is a separate unit from the OSD.  Please review information on TTC’s website.

 Instead of offering a make-up exam for a student who has an “occasional reschedule of exams” due to a flare of their disability, can I have the student drop the exam and add the points to a future exam?

Faculty may offer this as an option to students. However, if the student has a documented disability-related need for a make-up exam as verified by the Disability Specialist, then the student has a right to take a make-up exam. The exam may be an alternate exam of the same format and difficulty as the original exam.

 A student in my class says they are not receiving peer notes.  What should I do?

Instruct the student to email osdnotes@ucsd.edu and cc osd@ucsd.edu.

 Am I required to find a note-taker for students who have peer note-taking as an accommodation?

No, finding peer note-takers is OSD’s responsibility.  However, if you have a TA or IA who will be sharing notes with the entire class, please let us know.

 A student in my class has use of a personal laptop and/or audio recording as an accommodation but I don’t allow personal technology in my classroom.  How do I handle this? 

Assistive technology such as laptops, tablets, or cell phones may be used by students with disabilities to assist with note-taking, screen reading, and lecture capture.  If these accommodations are listed on the AFA letter, then the student should be allowed to use the technology and should be allowed to sit where their technology can be best utilized; e.g., a seat near the front to capture an audio file or audio recording. 

 If you have a “no technology” statement in your syllabus, please add language informing students that, if they require an exception to your policy, they should contact you directly. 

 Does the OSD work with all students with disabilities?

No, students with disabilities are not required to self-identify unless they are requesting accommodations.  However, is a student does disclose a disability to you, you must refer them to the OSD at osd@ucsd.edu.

 Can I request medical documentation to confirm a student’s flare of their condition? 

The only documentation you may ask for is a short letter dated and signed by a medical provider that confirms a student’s absence.

 Why don’t I receive all AFA letters within the first two weeks of the quarter?

Disabilities can occur at any time during the quarter, and it may take time for a student to work through the OSD’s interactive process.  Additionally, students who have received accommodations at previous institutions may want to wait and see how they do without accommodations before deciding to seek services.

 If I receive an AFA letter after an exam or assignment deadline has passed, am I obligated to provide an accommodation for that missed exam or assignment?

No, accommodations are not retroactive.  They would apply to any future exams and assignments.

 Is it OK for me to give the student an Incomplete (I) grade and ask them to take the final exam with the class next quarter?

No, per Academic Senate policy, Section 500.B.2, “The instructor shall make arrangements with the student for completion of the work required at the earliest possible date….” “The instructor may neither agree nor require that the student wait until the next time the course is offered in order to make up incomplete work or equivalent….”  Please note that accommodations may or may not be applicable in a subsequent quarter.  Please confirm with the OSD by emailing osd@ucsd.edu if the student is still eligible to receive accommodations while working through the Incomplete.

 A student with accommodations is asking for an incomplete but they have barely turned in any work for the quarter.  What do I do?

Whether or not a student is eligible for an incomplete is a decision that must be made by the instructor.  Please refer to Academic Senate policies to determine if a student is eligible for an incomplete - Grading Policy.

 Can I send a group email to all the students with accommodations in my class?

No. Individual emails should be sent to each student so as not to inadvertently identify one student with a disability to another.

 I supervise a wet lab, and I feel that some of the accommodations may compromise everyone’s health and safety.  What should I do?

Contact your department’s lab safety coordinator and the OSD Director, Joanna Boval, jboval@ucsd.edu.

 I have pop quizzes in class.  How do I accommodate students who need extra time?

Depending on the length of the pop quiz and whether you provide it at the beginning, middle, or end of class, you may need to provide the student with alternate arrangements for the quiz before or after class.  Contact the OSD at osd@ucsd.edu to discuss additional options.

 Do I have to provide extended time for take home exams or essays if students have this listed as an accommodation?

No, if the exam questions or essay prompts are provided with more than 24 hours advance notice, then the extended time accommodations do not apply.  However, if you are offering an on-line exam and there is a finite amount of time for the students to complete it once they open the application, then you will need to adjust the amount of time the student with the disability has to work on it before the application closes.  For example, students have the next 72 hours to open an application and complete an exam in 2 hours.  If you have a student with 1.5 exam time as an accommodation, then you would need to make adjustments in the application so that when the student opens the application to start the test, they will have 3 hours before the application closes.

 I’d like to accept a student’s late work but I understand that I need an AFA letter to provide an accommodation.  Can’t OSD just provide an AFA letter so I can do this?

No, since accommodations are not retroactive, asking a student to obtain an AFA letter just so that you can accept late work is not appropriate.  Accepting late work for any student is at the instructor’s discretion but, if it is allowed for some students, then it should be allowed for students with documented disabilities and AFA letters.

 Does the OSD accommodate for minor illnesses, religious or cultural reasons, or personal preferences?

No, the OSD does not accommodate for these things as they are not related to disability limitations.

 What does “occasional” mean in terms of “occasional extended time on assignments” and “occasional reschedule of exams?” 

 “Occasional” means something that happens every so often, and not for every assignment, quiz, or exam, although there may be some students whose disability is so impactful that this could be the case.  OSD strongly recommends that if you have a student who has a pattern of rescheduling frequently (i.e., 2-3 times in a row) that you contact osd@ucsd.edu and let us know so that we may reach out to the student to determine if they need additional support. 

 Students state that OSD has “denied” them accommodations.  Is this true?

In general, OSD does not deny accommodations.  However, the information provided by the student (self-report) and the documentation from a medical or mental health provider may not support the student’s request for a specific accommodation.  OSD’s interactive process is always left open and students (and their providers) are always welcome to submit NEW information at any time and it will be reviewed in light of the student’s request.

 I have a student requesting remote attendance, participation, and assessment.  What do I do?

Remote attendance, participation, and assessment may be considered as a reasonable accommodation.  However, the student will need to contact the OSD to schedule an appointment and go through the interactive process to determine if remote is appropriate to mitigate the limitations imposed by their disability.  Even if the student is approved for remote, the OSD will not issue an AFA for this before consulting with the instructor to determine if remote constitutes a fundamental alteration of the course.  Finally, remote attendance, participation, and assessment are evaluated each quarter and on a course-by-course basis.

 Students claim they have been trying to get an appointment with the OSD “for weeks” and are asking me to give them a temporary accommodation.  What do I do?

There may be legitimate reasons why a student is unable to get an appointment or move forward with the interactive process, including not completing the necessary intake paperwork and/or not submitting appropriate documentation to support their request.  If a student is concerned that they are not getting a timely response from the office, please suggest that they contact the OSD Director, Joanna Boval, jboval@ucsd.edu or OSD Assistant Director, Jan Noz, rnoz@ucsd.edu.

 Can’t instructors just give accommodations to students if they want to, so they don’t have to go through the OSD?

No, while instructors can provide modifications and adjustments for any student, these are not considered officially sanctioned accommodations.  Additionally, instructors should refrain from suggesting specific accommodations that students should request since this can set up unreasonable expectations on the part of the student.

 I’m concerned about a student in my course who is receiving accommodations.  What do I do?

Please email the OSD at osd@ucsd.edu so that you can connect with the student’s Disability Specialist.

 A student needs to reschedule an exam but I’m concerned about academic integrity if I allow them to take the exam at a later date.  What do I do?

While concerns about academic integrity are valid, they are not a reason to deny an accommodation.  Faculty can certainly create a second exam; while we recognize that this is additional work, it is not required and the “undue burden” argument is not legally sound.  If you create an alternate version of the exam and have the student take the exam in the Triton Testing Center, academic integrity is more assured.

 I’ve already imbedded “flexibility” into my course for all students with regards to attendance, flexible deadlines, dropping the lowest quiz grades, etc.  Do I still have to provide additional accommodations?

Yes, you may need to provide the accommodations on top of the flexibility that you have provided to all students enrolled in the course.  Flexibility is available to all students in order to navigate the impact of work, family responsibilities, short term illnesses, etc.  However, students with disabilities need to navigate these things as well as the impact that their disability has on them daily, which students without disabilities don’t need to do. 

 A student who is deaf and who uses American Sign Language has contacted me about accommodations.  Where can I find more information about working with students who are deaf?

Top 12 Things Deaf and Hard-of-Hearing Students Would Like Professors to Do

 A student who is hard of hearing and who uses captioning has contacted me about accommodations.  Where can I find more information about working with students who are hard of hearing?

Top 12 Things Deaf and Hard-of-Hearing Students Would Like Professors to Do

 What is the role of a Real Time Captionist?

A Real Time Captionist is a professional trained to provide Communication Access Real-Time Translation (CART), which is a speech to text service that uses a captioner to type, in real time, into text what is being spoken.  You may be asked to wear a microphone, particularly if the captionist is working remotely and is not physically present in the class, so that they can hear you more clearly and improve the accuracy of the text they are typing.  The student will then read this text on a laptop, I-Pad, cell phone, etc.

 What is the role of an Access Ambassador?

An Access Ambassador is an OSD staff member or student staff member who will sit in a class or lab and, using an I-pad or laptop, open a zoom link so that a student can listen to a lecture and participate remotely.  If you are asked to wear a microphone, please do so; this will give the student who is participating remotely greater opportunity to hear you and others more clearly. 

 Students have told me they can ONLY take exams at the Triton Testing Center (TTC)?  How should I respond to this request?

Instructors determine where students will take their exams, and taking exams at the TTC is not an accommodation.  Should you wish to have your students utilize test taking at the TTC, please follow TTC’s guidance for instructors.

 Students have told me that the TTC is “full.”  Where are they supposed to take their exams?

If the TTC is full, then instructors will need to work with their OSD Academic Department Liaison to secure a space within the academic department. 

Additionally, you can contact TTC to inquire about moving the exam to a different day and/or time when space in the TTC may be available.

Finally, for students who test alone as an accommodation, they should be informed that they can access the TTC database and choose to take the test with others.  This may give them more options to access testing space in the TTC.  However, if a student wants to utilize their test alone accommodation, they must be allowed to do so.