ACAD | Student Academic Accommodations

Student Academic Accommodations

The Alberta College of Art + Design recognizes its duty to provide academic accommodations to students with disabilities in accordance with the Alberta Human Rights Citizenship & Multiculturalism Act and the Canadian Charter of Rights and Freedoms. Nothing in this procedure should be construed as limiting the prerogative of any agent of Alberta College of Art + Design to provide accommodation(s) even where not required to do so by this procedure.

1. Definitions + Clarifications

Students with Disabilities refers to those students who are disadvantaged by reason of any verifiable and persistent physical, learning, cognitive, sensory, psychological, neurological, or temporary impairment that may affect their academic progress.

1.1 “Students with Disabilities” - refers to those students who are disadvantaged by reason of any verifiable and persistent physical, learning, cognitive, sensory, psychological, neurological, or temporary impairment that may affect their academic progress.
1.2 Direct Discrimination occurs when there is a refusal to provide services or access to facilities to students when the refusal is based on students' race, religious beliefs, colour, gender, physical disability, mental disability, marital status, age, ancestry, place of origin, family status, source of income, sexual orientation and/or political belief.
1.3 Indirect or Adverse Impact Discrimination occurs when an apparently neutral rule or standard, which is not discriminatory on its face, nevertheless, adversely affects students with disabilities to whom it applies. It is not important whether the rule, standard, policy, or practice was intended to be discriminatory; rather it is the adverse impact that matters in determining whether this type of discrimination has occurred.
1.4 Accommodation(s) is any change made to an education rule, standard, policy, practice, or environment, which enables students with disabilities to enjoy equal opportunities with others. Accommodations include but are not limited to: access to a tutor or learning strategist, taped lectures, use of note taker, enlarged handouts, access to overheads in advance, keyboard, FM System (device to facilitate hearing), interpreter, taped or digital texts, location of writing, extra time, break during exam, change of exam format, use of specialized hardware or software, taped exams, and modifications to the physical environment.
1.5 Duty to Accommodate describes the College's legal obligation to address or correct situations of discrimination by providing reasonable accommodation(s). A duty to accommodate is part of the College's larger duty not to discriminate.
1.6 Accommodation Limitations: Even where the law imposes a duty to accommodate, there are limits on that duty. Discrimination does not always give rise to a duty to accommodate.
1.7 Reasonableness: Accommodation(s) must be sensible and workable. Where the perceived discrimination is "reasonable and justifiable", accommodation(s) need not be provided.
1.8 Undue Hardship: The duty to accommodate extends only to the point of "undue hardship". Undue hardship generally means lowering the performance standards of any of the College's programs and excessive cost or excessive disruption of, or interference with, the business or operations of the College, including risk to health and safety. In assessing undue hardship, relevant factors include:

1.8.1 Modifying educational programs where the integrity of the educational standards of the College or its degrees would be compromised;
1.8.2 Financial costs;
1.8.3 Business or institutional convenience/ efficiency;
1.8.4 Unreasonable disruption to other students, staff, faculty or the public;
1.8.5 The effect or impact on the rights, health, safety or morale of others;
1.8.6 Size and resources of the institution; and Health and safety considerations including the nature and magnitude of the risk and the identity of those who bear it.

1.9 College Services includes, but is not limited to, the Library, Computing and Technical Services, Student Services, Admissions, Bookstore and Facilities.

2. Roles + Responsibilities

The duty to accommodate is a shared responsibility between students and College employees.

2.1 Students Requiring Accommodation(s)

When students need accommodation(s), students are responsible for:

2.1.1 Registering with the Manager, Learning Assistance Resources by completing the necessary forms. Forms are available at www.acad.ca. If available, attach current documentation of the disability verifying the need for accommodation(s) and identifying specific accommodation(s). Documentation of disability may include psycho-educational assessments, medical reports or other related materials. Documentation of disability ought to be submitted at least three months before the commencement of the students' academic career at ACAD. Documentation need only be provided once unless otherwise indicated. Personal information submitted is collected under the authority of the Freedom of Information and Protection of Privacy Act. If you have questions about the collection or use of this information please contact the FOIP Coordinator, ACAD Human Resources;
2.1.2 Informing the Manager, Learning Assistance Resources if a disability is suspected but not documented or if documentation is not current;
2.1.3 Requesting accommodation(s) for specific courses and College services within two weeks of the beginning of each term by completing the Request for Accommodations form and submitting the form to the Student Resource Centre. The form is available at www.acad.ca. Request for accommodations may be considered after the two-week period providing there is reasonable advance notice before exam and assignment due dates. Delays in identifying and documenting disabilities may limit the College's ability to provide accommodations;
2.1.4 Arranging funding for costs related to the reasonable accommodation(s), purchase of services, equipment and supplies. Funding accommodation costs is a shared responsibility with the College. Requests for financial assistance can be made to the Student Resource Centre;
2.1.5 Arranging for the completion of a draft Accommodation Agreement form with the Student Resource Centre to be forwarded to instructors and other appropriate staff. Students are encouraged to inform College staff who provide curricular support when necessary. To determine reasonable accommodation(s), consultation may take place between the student, the Student Resource Centre, instructors and sometimes the Heads of Liberal Studies, First Year Studies, the Dean and Assistant Deans of Undergraduate Studies and other appropriate staff;
2.1.6 Co-operating in the search for reasonable accommodations and making specific arrangements for the accommodation(s) with instructors and other appropriate staff based on the information from an Accommodation Agreement form; and
2.1.7 Accepting reasonable accommodation(s) that meets the student's needs and requesting that instructors and the Student Resource Centre assist with adjustments to accommodation(s) in the case of changing needs. Monitoring the effectiveness of the accommodation(s) is a joint responsibility of students and the College.

2.2 Co-ordination of Services for Students with Disabilities

The Student Resource Centre will co-ordinate accommodations for students with disabilities and will work with instructors, college staff and students to provide information and mechanisms to successfully support the delivery of accommodations.

When students need accommodation(s), the College is responsible, through the Student Resource Centre, for:

2.2.1 Managing the students' files. The Student Resource Centre will keep written records of: the Release of Information form; the psycho-educational assessment or medical documentation that identifies the disability; the Request for Accommodations form; the draft Accommodation Agreement form with options considered; the finalized Accommodation Agreement form with details of the reasonable accommodation(s) offered to the student; the student's agreement or other response; the date the accommodation(s) was provided and what follow-up has been arranged;
2.2.2 If no documentation of disability is available, the Student Resource Centre will arrange for students to work with the College Counsellor to verify and document the disability;
2.2.3 Considering the specific needs of students to determine what reasonable accommodation(s) can be made (short of undue hardship), in order to meet those needs so that students can continue to access College services;
2.2.4 Ensuring that a draft Accommodation Agreement form is completed and distributed to students, instructors and other appropriate staff. If there are no concerns, this form will be finalized by indicating the accommodation(s) request is approved. If approved, the form will specify details of the accommodation(s) and students will be advised of the approval within two weeks of the request;
2.2.5 Providing coaching, training and other consultations regarding accommodations for both students and instructors and other staff;
2.2.6 Seeking advice, assistance or input from the instructor, other instructors in the same discipline, and/or the Heads of Liberal Studies, First Year Studies and Majors, and the Dean and Assistant Deans of Undergraduate Studies, if the instructor has concerns about the accommodation(s) under consideration significantly deviating from the qualifications, educational program requirements or performance standards set by the College;
2.2.7 Researching the possibility of financial assistance to cover the cost of requested accommodation. The costs for the purchase of services, equipment and supplies are a shared responsibility with students;
2.2.8 Identify how the reasonable accommodation will be arranged. Identify who will be involved in the accommodation process and respective roles. Students requiring extra time on exams and/or a separate place to write exams will be accommodated through the Student Resource Centre; and
2.2.9 Ensuring that all instructors are provided with an electronic copy of the Reasonable Accommodations Policy and Procedure 700.08.01 at the beginning of each academic year.

2.3 Instructors, Heads of Liberal Studies, First Year Studies and Majors, the Dean and Assistant Deans of Undergraduate Studies, the Student Resource Centre and the Vice President Research + Academic Affairs

2.3.1 Instructors, Heads of Liberal Studies, First Year Studies and Majors, the Dean and Assistant Deans of Undergraduate Studies, and the Student Resource Centre may be called upon to facilitate a reasonable accommodation(s) and have a duty to cooperate in that regard. Where those efforts are unsuccessful, a review will be undertaken to determine if a reasonable accommodation(s) can be made at an institutional level. If there is no agreement regarding accommodation(s) at the Dean of Undergraduate Studies level, students can initiate an appeal in writing addressed to the Vice-President Research + Academic Affairs.
2.3.2 Once aware that students need accommodation(s), the College is responsible, through applicable College staff, for:

a. Ensuring students seeking the accommodation(s) have consulted with the Student Resource Centre and followed the procedures outlined in 2.1;
b. Seeking advice, assistance or input from the Student Resource Centre, other instructors in the same discipline, the Heads of Liberal Studies, First Year Studies and Majors, Dean and Assistant Deans of Undergraduate Studies, as well as the Vice President Research + Academic Affairs, in all those situations where the accommodation(s) under consideration may deviate from the qualifications, educational program requirements or performance standards set by the College. It may also be useful for these decision-makers to consult with the College's Discrimination/Harassment Advisors. In the event that there is a concern about excessive workload, instructors must consult with their respective Heads and Chairs of Departments;
c. Doing what is required to provide reasonable accommodation(s) for students affected by discrimination; and
d. Obtaining a copy of this policy and procedure to assist with better decision-making when dealing with requests for accommodation(s).

2.4 Heads of Liberal Studies, First Year Studies and Majors, the Dean and Assistant Deans of Undergraduate Studies, the Student Resource Centre and the Vice President Research + Academic Affairs are responsible for:

2.4.1 Informing themselves, as well as the faculty or staff for whom they are responsible, of the provisions of this policy and procedure, and supporting an awareness of reasonable accommodation(s) issues; and
2.4.2 Supporting, participating in and ensuring that reasonable accommodation(s) is provided to the extent required by law.

3. Review Procedures

3.1 In the event of a student-initiated appeal regarding reasonable accommodation(s), the Vice-President Research + Academic Affairs, in consultation with the Vice President Student Experience + Admissions, will render a decision.
3.2 Failure to provide reasonable accommodation(s) where required by law may be discrimination and can be addressed through the following:

3.2.1 Alberta College of Art + Design Discrimination and Harassment procedure; or
3.2.2 Alberta Human Rights and Citizenship Commission.

Paul Szymanowski, Manager, Learning Assistance Resources
403.338.5513
paul.szymanowski@acad.ca
Student Experience Office