In collaboration with the Accessible Education Center, instructors play a key role in facilitating academic accommodations so that students with disabilities can engage with course material and equitably demonstrate knowledge.
Syllabus Statement and University Course Policies
Please see the Syllabus Statement and University Course Policies page for more information.
What is a reasonable accommodation?
A range of accommodations may be appropriate for specific student situations. A reasonable accommodation should not result in the lowering of academic standards or an alteration of the fundamental nature of a course or program. While instructors and academic departments play a key role in understanding and articulating the essential requirements of courses and programs, it is never appropriate to deny a requested accommodation without documented consultation with AEC. A denial should only be made after careful consideration by qualified professionals who are knowledgeable about disability and specific legal implications. If you have concerns regarding the appropriateness of an accommodation, make sure to consult with the Accessible Education Center.
Notification Letters
Notification letters from the Accessible Education Center (AEC) outline the accommodations instructors are legally required to provide for a specific student. These letters do not disclose the nature of the student’s disability but may include general or class-specific guidance. All information in the letters is confidential and should only be shared with course instructors or facilitators.
Please read each letter carefully, as some accommodations may require immediate action. Students and instructors are encouraged to communicate directly to determine the best way to implement accommodations in each course.
Students initiate notification letters through the AEC’s online portal, and they are emailed directly from the AEC. While letters can be sent at any time during the term, we recognize that receiving notification letters late in the term can present logistical challenges. We encourage instructors to reach out to AEC with any concerns or questions.
Confidentiality
Any information related to a student’s connection to AEC and their accommodations is protected by the Family Educational Rights and Privacy Act (FERPA) and must remain confidential. It’s important to be aware that students’ disability status and accommodations are not noted anywhere within their academic record. Information regarding students’ accommodations should only be shared with individuals who have an educational need-to-know, such as a Graduate Employee who is proctoring exams for your class.
All conversations regarding accommodations should take place in a private setting, such as during office hours or via email. While some students may choose to speak with you before or after class, always follow their lead and never initiate conversations about accommodations or disability status in public. Maintain confidentiality between students with AEC accommodations. For example, when emailing multiple students about accommodations, use bcc to protect their privacy.
You should not ask students about the nature of their disability. However, you are encouraged to discuss how accommodations have worked well in the past and explore ways to best support their access to your course.
Instructor Responsibilities
Instructors have the responsibility to ensure full access for students with disabilities by responding to a student's need or request for accommodations as outlined below. The University of Oregon takes a flexible, individualized approach to accommodations and is committed to fostering an inclusive learning environment for all students. This includes, but is not limited to, students with disabilities, and is supported by incorporating the principles of Universal Design for Instruction. It is useful to examine assumptions that you might have about disabilities, limitations, or perceived challenges, especially in advising or mentoring relationships. Sometimes students are unintentionally discouraged from specific fields of study based on assumptions and comments that are inaccurate and harmful.
If a student presents you with a notification letter from the Accessible Education Center (AEC)
You have the responsibility to cooperate with the AEC in providing accommodations in a reasonable and timely manner. Any concerns or questions that you have should be addressed immediately to the student, or by consulting with an AEC Advisor. The letter will be emailed to you and it describes accommodations that are reasonable based on the student’s specific situation and legal mandates. Many accommodations may not require a discussion between instructors and students; however, if there are logistical considerations, students and instructors should discuss how the approved accommodations will be implemented in each class. Instructors should not inquire into the nature of a student’s disability, but should instead focus on the specific access needs and accommodations. Please refer students back to the AEC if they request accommodations beyond what are listed above
If a student does not provide you with a notification letter
If a student requests an accommodation based on disability, but does not provide you with a notification letter, or just mentions that they experience a disability, please refer them to the AEC. If you are unsure how to proceed, please contact AEC.
If a student has a temporary illness/injury
Please see the Temporary Illnesses and Injuries page for more information.
If you have a question about the appropriateness of an accommodation
Questions about the appropriateness of accommodations and student requests should be directed to an AEC advisor, or in complicated cases to the Director. Possibilities for a universal design strategy to address the request should also be explored.
If a disability is suspected
When a student appears to be experiencing challenges that may be related to a disability, it is appropriate to share your observations with them directly and respectfully. For example, if a student is visibly struggling to write quickly enough during a quiz, you might say, “It looks like you’re having difficulty writing fast enough to complete the quiz within the allotted time.” If the student acknowledges this challenge it would be appropriate to refer them to AEC to explore accommodations, such as more time to write, or use of a computer. Depending on the context, it may be helpful to mention other important campus resources, as well, such as the Tutoring Academic Engagement Center or Counseling Services. The decision to self-identify to the Accessible Education Center (AEC) and to utilize accommodations rests entirely with the student and cannot be required. However, in order to receive accommodations approved through the AEC, the student must disclose their need and complete the appropriate review and assessment process.
Flexibility in Attendance and Assignment Deadlines
For accommodations related to flexibility in attendance and/or assignment deadlines, please refer to AEC's Guidance for Flexibility in Attendance and Assignment Deadlines.
Shared Responsibilities
Students requesting specific accommodations are expected to notify you early in the term or well in advance of when the accommodation is needed. You do not have an obligation to offer make up exams or provide retroactive accommodations to students who have delayed notification to you. It is not possible to anticipate all individual needs, although designing instruction for the broadest range of students helps to eliminate potential barriers to access. It is important to encourage students who encounter barriers in your class to contact you as soon as possible so that you and the student can discuss options. When a student discloses a disability, it is important to ask what you can do to facilitate learning.
Examples of Shared Responsibilities
Initial Steps
Student establishes disability and need for accommodations with an AEC advisor.
Student provide their notification letter to the instructor (see Notification Letter). Students initiate notification letters through the AEC’s online portal, and they are emailed directly from the AEC.
Testing Accommodations
Many instructors are able to provide testing accommodations by proctoring exams in a nearby office or meeting room. If the instructor can provide testing accommodations, AEC does not need to be informed.
If the instructor is unable to make alternative exam arrangements, they will need to complete a testing agreement (by following a link in the notification letter), which specifies the parameters by which AEC will proctor the student’s exams.
After the instructor has completed a testing agreement, the student may schedule exams with AEC using our online portal, AEC Connect. Students are expected to meet applicable deadlines (see Testing Accommodations). While students should try to schedule exams at the same time as their class, flexibility is often needed due to class conflicts and/or AEC hours of operation. During weeks 1-10, AEC proctors exams between 8am-5pm, Monday through Friday. During Monday through Thursday of finals week, AEC proctors exams from 8am-8pm and 8am-5pm on Friday.
After the student has submitted an exam request, the AEC, in collaboration with the Testing Center, will reserve an exam location and schedule a proctor, reader, or scribe, and secure any needed equipment.
The student and instructor will receive an email confirming the exam reservation, and the instructor will be prompted to provide AEC with the exam file.
Notetaking Accommodations
The student and instructor should communicate about how their specific notetaking accommodations can most effectively be facilitated in each class.
Instructor responsibilities vary depending on the type of notetaking accommodation.
If specified in the student's notification letter, instructors are required to:
- Provide copies of notes/slides
- Allow recording of lectures
- Assist in securing a volunteer notetaker from the class
- Allow a computer based notetaker or transcriptionist to attend the class
Students receiving notetaking support are expected to fully comply with all established guidelines. This includes attending all class sessions where notetaking services are provided and strictly prohibits sharing any recordings, notes, or slides with others.
View our online module, Supporting Access and Inclusion for Students with Disabilities in MyTrack for more information.