Quick Reference Guide: Faculty Responsibilities to Students with Disabilities

Documentation of Disability and Reasonable Accommodations

Documentation

The Office for Students with Disabilities (OSD) is responsible for reviewing documentation and determining eligibility for students requesting disability-related accommodations at Portland Community College. Instructors should never accept or review medical or psychological reports if offered by a student to support a request for accommodation. Students should always be referred to meet with OSD staff for a review of these documents and to determine eligibility for services and accommodations.

What Is A Reasonable Accommodation?

OSD identifies possible accommodations for eligible students with disabilities based on documentation as stated above. These accommodations are communicated to PCC instructors via an "Approved Academic Accommodations" form letter generated by OSD Counselors/Learning Disabilities Specialists and delivered by students or through the inter-college mail.

Reasonable accommodation of a disability is any reasonable adjustment of the learning environment which eliminates, as much as possible, physical or instructional barriers to learning encountered by the student. The adjustment must be based on the individual student's documented need and tailored to the specific student's disability. The student's physical accessibility to the classroom as well as the ability to fully participate in all course activities are both considered in the process of providing reasonable accommodation.

When Is An Accommodation Unreasonable?

An accommodation is unreasonable when it creates a change in requirements that are essential to the program of instruction or to meet licensing prerequisites; fundamentally alters the nature of the program; imposes an undue financial or administrative burden; or poses an appreciable threat to personal or public safety.

OSD is responsible for determining accommodations. If you feel a request is unreasonable, discuss your concerns with the OSD staff. You may also discuss your concerns with the college's ADA Coordinator. If there is a difference of opinion, the college will consult with appropriate department administrators and make a determination about the appropriateness of the accommodation.

Confidentiality

OSD cannot share information about a student's disability with PCC staff unless the student has granted OSD permission to share this information, or there is a demonstrated institutional need to know. Portland Community College has designated OSD to be the office to receive and handle information about the student's disability. With the student's permission, designated faculty and staff will be advised only of the information they need to know to accommodate the student or to protect the safety and health of the student or others. Consider any communication regarding a student's disability or special needs to be confidential. Destroy any written communication you receive at the end of each term.

Your Responsibilities Before the Term

Alternative Formats

Students and OSD staff may be contacting you about printed materials to be adapted into an alternative format. They may need to have copies of your handouts and overheads for enlargement or to borrow copies of texts for taping onto audio cassette. These materials may be needed for the entire term depending on the amount to be processed. You and your department are responsible for providing these materials as well as a detailed syllabus/reading list so the OSD can make the accommodations in a timely manner.

Class Syllabus

Your syllabus should include the following statement:

"If you have a disability and need an accommodation, please make arrangements to meet with me outside of class. PCC Students requesting accommodations must provide documentation of disability and work with The Office for Students with Disabilities (OSD) at 503-977-4341."

This approach preserves the student's privacy and also indicates your willingness to provide assistance. Bring this statement to the attention of your class at the first class meeting.

Your Responsibilities at the Beginning of the Term

Your First Meeting With Your Student

If your student presents you with an "Approved Academic Accommodations" letter from OSD, sit down together privately and review the marked accommodations as they relate to your class. You may ask how the disability may effect specific tasks required in your class but it's inappropriate to ask what's "wrong" with your student or for details about the disability.

If your student does not present you with an OSD letter and requests accommodations, explain that you need to have this letter before any modifications can be made. Refer your student to the OSD on your campus.

Setting A Positive Tone

  • Always use appropriate terms when describing individuals with disabilities. First and foremost, they are people; secondly, they have one or more disabling conditions. Hence, they should be referred to as "students with disabilities," not "disabled students." Avoid terms such as "handicapped," "victim," and "wheelchair student."
  • Be aware that many students are extremely uncomfortable in approaching instructors to discuss their special academic needs.
  • Treat everyone as adults.
  • Always use a normal tone of voice when extending a verbal welcome. Don't raise your voice unless requested.
  • Always speak directly to the person, not to an interpreter or any other person accompanying him. Never turn to the others and ask, "What does he want?"
  • Be sure that discussions with students about their special needs are done in private or are discrete.
  • Always treat the information you discussed in your meetings as confidential.

Common Accommodations

Notetaking Assistance:
Some students may be unable to take effective notes due to their disability. If this accommodation is indicated on the "Approved Academic Accommodations" letter, you will need to assist your student in recruiting another student as a volunteer notetaker. OSD offers free NCR notepaper (no carbon sheet is required) and a photocopy machine. Never identify your student to the class in any way (this breaches confidentiality and can be very embarrassing for the student). You may wish to make a statement such as,

We have a student in our class who needs assistance with taking notes. Please come up to see me after class to volunteer. You will be provided with notetaking paper. Your assistance will be greatly appreciated.

You may consider offering incentives to students to volunteer (such as extra credit points).
Sign Language Interpreters:
Staff sign language interpreters provide services for students with hearing impairments who may need assistance in class and with related activities such as instructor conferences and field trips. Your student will make these requests with OSD. You may request a brochure that describes how to use an interpreter appropriately.
Tape Recording:
Permit students to tape record class lectures. Tapes may be a vital study aid for these students. You may ask that a statement be signed promising that the tapes be used only by students for their personal study.
Test Proctoring:
Students may need accommodations such as extra time, a distraction-free site, a test reader and/or scribe, or a raised workspace. You may work with your student to set up these arrangements on your own or you may choose to use OSD's Test Proctoring Services.

Timeliness for Making Accommodation Requests

Student Requests of Instructors:
The instructor should negotiate the timelines for students' accommodation requests on a case-by-case basis. Requesting accommodations are not retroactive; that is, you need not re-administer tests or make adjustments to course activities that have already occurred if the student makes a request late in the term. However, from the date of receipt on you must make the necessary adjustments.
Instructor and Student Requests of OSD:
Services have specific timelines for requests. Check with OSD staff for more information.