Students

The New student application form enables students to detail their disability, past services, and needed accommodations from their own perspective, and is helpful as an introduction to the Assistant Director they will eventually meet with.

The Department of Accessibility Services (DAS), part of Emory University's Office of Diversity, Equity and Inclusion, provides academic services and accommodations for students with diagnosed disabilities.

As a student, you're responsible for initiating the accommodation request process by self-disclosing your disability directly to the DAS office. All requests and materials are handled in the strictest of confidence.

Here are your first steps:

• Complete the online Student Registration Form.
• Review the documentation requirements and submit appropriate documentation to DAS. The documentation provided regarding the disability diagnosis must demonstrate a disability covered under Section 504 of the Rehabilitation Act of 1973 and Title II of the Americans with Disabilities Act (ADA) of 1990, amended as of 2008. The ADA defines a disability as a physical or mental impairment that substantially limits one or more major life activities.
• Meet with an DAS staff member for an intake appointment and to sign an accommodation agreement.

Registering is essential in order for you to be considered a student with a disability by Emory University and to be entitled to the rights therein.

Documentation provides the university with verifications of a student's disability. It is the student's responsibility to provide documentation of a disability to the Department of Accessibility Services (DAS). 

Documentation requirements vary depending on the specific disability. In general, the less apparent the disability, the more information is required to determine a student’s needs and make accommodation recommendations. Documentation should be recent, relevant, comprehensive, and where appropriate, contain test scores and interpretations (e.g., psychoeducational reports, audiograms, etc.).

If the original documentation is incomplete or inadequate to determine the extent of the disability or the need for reasonable accommodations, the university has the discretion to require additional documentation.

Confidentiality

The university is committed to maintaining the confidentiality of the records of current and former students with disabilities. Students with disabilities are entitled to privacy and discretion in the handling of all disability-related information. Disability information provided to DAS for accessibility requests, including documentation to establish the existence of a disability, is used solely for the purpose of enabling Emory to provide supportive, academic and other services related to the student’s disability. Disability-related information is collected and maintained separately from other academic information and is kept in secure files with limited access. Disability information is not considered part of a student’s permanent academic record and is shared only on a need-to-know basis.

Disclosing a Disability

Students are under no obligation to disclose a disability unless an accommodation is being requested; likewise, faculty and staff have no authority to review disability documentation or obtain any information concerning a student's disability without a legitimate educational need to know.

Academic Records

Students’ grades, transcripts and other academic information are also confidential and are only released in accordance with the law and Emory’s policies and procedures. It is the student’s responsibility to provide copies of grade reports and/or any other academic information to any agencies or individuals sponsoring the student.  

Documentation Requirements

Students requesting accommodations and/or support services under the amended Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973 must provide documentation of the existence of a disability that substantially limits a major life activity (e.g., learning, speaking, breathing, seeing, hearing, walking, etc.). DAS uses an individualized process to establish reasonable accommodations based on the student’s feedback and a review of all supporting documentation. Students may submit any documentation that is current and relevant, with the understanding that additional information may be required to support a specific accommodation request.

Documentation information should validate the need for services based on the individual's current level of functioning in the educational setting. A school plan such as an Individualized Education Plan (IEP), 504 Plan, or Summary of Performance (SOP) can be submitted as documentation, as long as the information provided addresses the impact of the condition and assists AS to determine a connection between the disability and the accommodation(s) being requested. DAS reserves the right to request additional documentation in order to support specific accommodations.

All Documentation Must:

Be completed by an evaluator who has training and experience with adolescent/adult populations;

Include  the  evaluator’s  name,  title,  professional  credentials,  area  of  specialization, employer and state/province in which individual practices (Note: DAS cannot accept documentation written by a family member);

Be typed, printed on letterhead, dated, signed and legible.

In addition, All Documentation Must Include:

• History of the disability
• Description of the current impact as it relates to meeting the various demands of higher education (academically, socially, emotionally, physically, medically)
• Expected progression or stability
• Functional living skills (i.e. orientation and mobility and activities of daily living)
• Notation of any medical equipment that is required
• Notation of medications, if any, and potential impact on learning and/or side effects
• Implications of existing co-morbid conditions

Additional observations and/or recommendation

For all cognitive disabilities (Learning Disabilities, conditions or incidents impacting the brain, ADHD, Asperger’s and other Pervasive Developmental Disorders):

• A comprehensive neuropsychological or psychoeducational evaluation that includes aptitude and achievement (preferably one with measures normed for an adult)
• Rating scales and objective measure of attention (for ADHD)
• Standardized scales of symptoms related to Autism (Asperger’s and Pervasive Developmental Disorder)

For the following disabilities, DAS requests that a treating professional complete a verification form in addition to a written letter that addresses the bullet points above:

• Chronic medical conditions
• Physical and mobility disabilities
• Psychological/Mental Health conditions

If it is more convenient than accessing prior records, students may have their healthcare provider complete the appropriate form from those listed below.  Please feel free to contact DAS at 770-784-4690 or oas_oxford@emory.edu with any questions about these forms or other documentation-related concerns.

• Chronic Medical/Physical
• ADHD
• Mental Health
• Communication or Language
• Temporary Medical Condition
• Housing Medical Verification

Typically, documentation is from an appropriate, licensed professional who is able to detail the presence of the disability, the impact of it on the student’s learning or other major life activity, and relevant details to support the student’s request for accommodations. Some examples include medical records/letter from a physician or psychologist, psychoeducational assessment/evaluation, and school records.  For the convenience of practitioners, verification forms have also been developed that may be completed for ADHD/ADD, Medical or Physical Disabilities, or Mental Health conditions and are available for download.  All documentation that is received is confidential and is kept in a private file at the Department of Accessibility Services.

In certain instances, students may be permitted to use calculators, dictionaries, computers, spell checkers, and/or grammar checkers for in-class and out-of-class work.

Alternative Classroom and Office Arrangements

DAS works with the campus community to accommodate students and student paraprofessionals with mobility or vision related disabilities who need accessible classrooms and offices.  Accessibility in classrooms and offices includes: room entrance accessibility; accessible equipment and furniture; speaker systems; close to board seating, etc.

Alternative Formats

Accommodated students have the option of requesting course materials (textbooks, digital reading materials, exams, handouts, and other print material) in alternative formats.  These include but are not limited to: electronic format (e-text), audio, Braille, and large print.  These formats often work with literacy software and text-to-speech readers, audio format, and edited word document format for screen reader programs.  Alternative materials also include captioned class videos or audio programs, enlarged materials such as books and tests, and color copied materials to aid in reading.  Alternative formats are available ONLY if it is one of your accommodations.

Dining

Accommodations for dining and exceptions to the dining policies and requirements due to a disability are considered on a case-by-case basis.  Students who have specific dietary needs are encouraged to contact the campus nutritionist who is able to work with the various dining facilities to discuss nutritional options.  

Housing

Students with disabilities who need housing accommodations (such as a single room; modified bathroom facilities, access to exit or first floor, etc) must register with DAS.  Following accommodation determination, the student’s accommodation need is communicated to Residence Life and Housing.  Space is limited in University Housing facilities, so early requests for housing are strongly encouraged and must be submitted by posted deadlines prior to room selection each year.

• Housing Accommodations Request – All students Must complete the housing application for the year.
• Housing Waiver

Interpreter and Cart Services

DAS offers ASL Interpreting, CART (Captioning in Real Time) services, and captioned class materials for student who require these.  At least one week notice is required for requests for these services.

Recording of Class Lectures and/or Notetaking Services

Students may be permitted to record class lectures and/or utilize notetaking services.  If determined as reasonable and appropriate accommodations.  The process for requesting notetakers begins when students complete the online Notetaker request form.  The student is then responsible for sharing the “recommended notetaker announcement” with their faculty to recruit a note-taker.  Interested individuals will contact the DAS office directly by contacting oxfordnotetaking@emory.edu.  The student with a disability is responsible to check for submitted notes and maintaining contact with DAS regarding notetaker status.

Scheduling and Registration

DAS works with Advising to notify key personnel as to who may need an accessible classroom and/or ample travel time between classes, as well as students who may need priority in class registration.

Testing Accommodations

DAS offers documented students the option of requesting alternative testing arrangements as a reasonable accommodation.  These arrangements include reduced distraction testing environment, extended time on tests, scribes, testing readers/reading software, tests on computers, and other alternatives as appropriate.  Professors have the option to provide test accommodations, however the DAS office maintains a Testing Center near the office suite that can ensure that the student’s testing accommodations are provided.

Transportation

In an effort to provide different transportation services to those students requiring long- or short-term assistance moving around campus.  Transportation and Parking Services provides campus or area transportation to those approved by the Department of Accessibility Services.  

Some students with significant mobility needs who may be approved for transportation services.  The Transportation Office offers transportation assistance to get closer to the entrances across campus on a one-time or recurring basis.  

Emory University offers reasonable accommodations to students with disabilities on an individualized basis.  Please note that accommodations are afforded to students based on specific need and supporting documentation.  Further, these examples are not an exhaustive listing of all possible reasonable accommodations that may be implemented at the University.  If you have questions, you may contact Accessibility Services at 770-784-4690, Murdy Hall, Rm 134 (9am -5pm, Monday – Friday).

Emory University is deeply committed to the full participation of students with disabilities in all aspects of College life, including residential life.  In accordance with Section 504 of the Rehabilitation Act and the Americans with Disabilities Act Amendments Act of 2008 (ADAAA), Emory has established procedures to ensure that students with documented disabilities receive housing assignments that reasonably meet their needs as required by law.  According to ADAAA, a disability is defined as any mental or physical impairment that substantially limits the individual in a major life activity compared to the average person.  In determining the extent of one’s limitation, the nature, severity, duration, and impact of the impairment are relevant factors; thus, an accommodation provides ‘access’ to the Residence Life program:  “As a residential college, Emory requires first and second year students to live on campus.  The residence halls are communities of diverse individuals living and learning together.  Students are encouraged to participate in and contribute to the learning environment of their residence halls.  The residence halls are an important learning environment at Emory.  Students study together, socialize and relax with friends, build life-long friendships and work through the issues associated with living in a community.”

When considering Housing Accommodation Requests, the Department of Accessibility Services (DAS) in partnership with Housing will consider how the specific request provides access to Residence Life and Housing Operations.  As such, requests for particular housing assignments based on a student’s preference, rather than need, such as a single room or desire for a quiet, undisturbed place to study, may not be honored.  In the same regard, granting an access request for a disability-related housing assignment may limit the kinds of preferences a student has selected on their housing application.

All students should proceed with standard room-selection procedures to ensure placement in the event that their accommodation request is not approved.

Emory University reserves the right to amend these Guidelines at any time as circumstances require.

Please note: Housing accommodations must be applied for annually.

PROCEDURES FOR REQUESTING A HOUSING ACCOMMODATION

Please note:  Students are encouraged to keep track of their submission of the required forms, including medical forms, to ensure that their packets are complete.  Although every effort will be made to respond to emails throughout the process, DAS may be delayed in responding to individual emails, due to the volume of requests.  Students registration with DAS is not finalized until you receive a communication from DAS staff indicating your eligibility for a housing accommodation.  

1. Register with DAS
   • Complete the DAS Student Registration Form
   • Students are not registered until an DAS staff member contacts them about their eligibility.  Requests are processed in the order in which they are received.  No exceptions will be made.
   • Students already receiving accommodations through DAS do not have to submit another intake form.  Only the Housing Accommodation Request form if requesting a housing accommodation for the first time.
2. Complete the Housing Accommodations Request Form
   • Students must request housing accommodations annually.
3. Submit disability documentation.
   • An accommodation request will not be reviewed until documentation is submitted.
   • Students with permanent or unchanging medical conditions are not required to resubmit documentation after the first Housing Accommodation submission.  All other students must annually submit a documentation that speaks to the current impact of the disability.  DAS will inform you if additional documentation is needed.

Submit all required forms to DAS by any one of the following means:

Fax: (770) 784-4667

Email: oas_oxford@emory.edu 

REVIEW AND HOUSING ASSIGNMENT

Requests for housing accommodations are reviewed by DAS.  DAS will consult with Housing, Counseling, and/or Student Health where appropriate.  Reasonable and appropriate accommodations depend upon the disability, the housing environment, and the measures necessary to ensure equal access.  Requested accommodations may not be granted if deemed unreasonable, unduly burdensome, or if alternative accommodations are available.  Decisions will be emailed to students as well as Housing with instructions for proceeding with room selection.

APPEAL PROCEDURES

Students who are not granted housing accommodations through this process have the right to appeal DAS’s decision.  If a decision denying the request for disability housing accommodations is made, students will receive information about the appeal process in an email communication.

All students should proceed with standard room-selection procedures to ensure placement in the event that their accommodation request is not approved.  Students who are denied an emotional support animal on campus must refrain from bringing the animal to campus until an approval is granted.

What is your disability?

You do not have to give a medical diagnosis and/or cause of your disability. You need to state that you have verified disability documentation on file with DAS.

For example:"I have documentation of a disability on file with DAS and have used services for the past two semesters."

What are the educational limitations of your disability for that class?

You do not have to explain your disability, as you understand how it relates to the class.

For example: "I have a disability related to my fine motor coordination, and as a result, I can't write quickly enough to take effective notes" or "I take medication for my disability and it slows my thinking skills and motor reaction time."

Emphasize your abilities, strengths, and special interests in the class.

For example: "I have a good long-term memory - once I learn something, I've got it." Or "I am in pre-law and political science is my most important class this semester"

What are you doing to maximize your abilities and to compensate for your disability to succeed in that class?

Explain what DAS staff has recommended you do to succeed in the class. Include the extra effort you put forth.

For example: "I spend extra time studying, using the SQ3R method" or "I use Kurzweil 3000 to help me read my text" or "I just finished college study skills last semester."

What accommodation(s) from the instructor would help you demonstrate your knowledge in that class, e.g., type of testing procedure?

Explain what DAS staff has recommended. You have to be specific to explain your need.

For example: "I will use extra time to take tests because it takes me longer to write due to weakness in my hands" or "I need to take major tests in an environment with reduced distraction because I have difficulty concentrating in a room full of other people which causes me to forget the steps to solving the equations."

Are these accommodations reasonable?

Based on the impact of your disability and the law, DAS staff will suggest accommodations that do not cause undue burden, or a fundamental alteration of the course content and procedures.

For example: If you asked the instructor to give you the tests individually, that would be unreasonable, causing an undue burden. If you asked to be excused from taking tests, that would be a fundamental alteration of the course which requires testing. The instructor may have suggestions for additional accommodations. If these suggestions do not relate to your disability, inform DAS who will then discuss and help resolve the issue with the faculty member.

QUESTIONS YOU MAY ALSO WANT TO ASK YOUR INSTRUCTOR

• What do you recommend that I do to succeed in your class?
• What is the best way for me to study for your class?
• What is the best way for me to prepare for your tests?
• Could I get into a study group?
• What supplementary materials such as videotapes, study guides, etc. are available?
• What are the alternative projects, assignment, or way to demonstrate an understanding of class content?
• Could I check in with you every two weeks or so to see if my work is either satisfactory or not satisfactory, or to see if I have any outstanding assignments?

DIFFERENCES BETWEEN HIGH SCHOOL AND COLLEGE

(Information from the University of North Carolina at Pembroke; Pembroke NC 28372-1510)

Temporary conditions refer to a short time period in which a person has a disability, for example, a broken leg, a surgical procedure, or a common health condition.

Some students with temporary mobility impairments due to a broken leg or surgical procedure may qualify for transportation assistance arranged through DAS. Transportation services are available for those students, faculty and staff who qualify. Please call our office at (770) 784-4690; or email oas_oxford@emory.edu so that we can provide Transportation services with the requisite information.

Other students with injuries to arms and hands may use voice input computers or other equipment. DAS has a list of software resources that can be downloaded or purchased.  Temporary health concerns of themselves, however, do not commonly constitute a disability and afford a student special accommodations facilitated through DAS.

Although students may contact DAS, those with temporary or common health conditions should discuss the need for short-term considerations with their professors. Students who believe their accommodation needs have not been met may contact DAS for assistance. 

DOCUMENTATION

To receive accommodations for a temporary disability, the student must submit a temporary disability registration form and appropriate documentation to DAS indicating the type of disability, severity, limitations, prognosis, and estimated duration of the disabling condition. It is also helpful to know any adverse side effects caused by medication and recommendations for accommodations. The documentation should be recent enough to identify current limitations. Additional documentation may be requested to verify the need for continued services after the estimated duration of the condition has expired. Once documentation has been received and approved, the student will meet with the Compliance Specialist to determine appropriate accommodations and to discuss the accommodation process.

In situations where services are needed immediately but documentation may not yet be available, DAS will make every effort to work with the student to provide accommodations.

HOW TO REGISTER WITH DAS

The documentation can be sent to us one of the following ways:

• Faxed to (770) 784-4667 (Oxford campus).
• Emailed to oas_oxford@emory.edu (Oxford campus).
• Brought to DAS Oxford Office.

Once our office receives the paperwork an DAS staff member will contact you to set up an appointment and/or to let you know of any additional paperwork needed.

During the initial meeting the registration paperwork will be done. An DAS staff member will determine your eligibility for services and identify reasonable and appropriate accommodations.

If you are transferring from Oxford to Atlanta, you will follow the same process to request your accommodations each term.  All forms can be accessed from your student portal.

DAS reserves the right to request additional documentation in order to support specific accommodations. If additional information is needed, DAS may determine that it is appropriate to provide temporary/provisional accommodations.   Provisional accommodations will be determined based on the information that is provided.

How to Request Accommodations and send your Faculty Notification Emails

Note: After receiving your accommodation plan as a final step of the registration process, you must wait 24 hours before attempting to request your Accommodation Notification Letters.  Courses may take up to 48 hours to display in the system after you have registered for your courses.

1. Log in to the Student Accommodation Manager – SAM
2. Sign in using your net ID and password.
3. Once you have logged into your profile, select “_________” from your SAM home screen, located on the ________________ side.  Scroll down and you should see a listing of the courses for which you are registered.
4. Select the check boxes in front of the courses for which you would like to request accommodations.
5. Click “Continue to select your accommodations”
6. Select which accommodations you would like to request for each class.  You do not have to select all of your approved accommodations.  Your Accommodation Notification email will be sent automatically when the accommodation is requested.
7. Make sure to click “Submit your Accommodation Letters”.  Look for the check mark in the green circle indicating the system has successfully processed your request. 
8. A PDF version of your Accommodation Notification email will be available to print after your email has been sent to your professor.  You can choose to deliver it to your faculty directly, if you prefer.
9. Once you have requested your Accommodation Notification letter, you will need to arrange a time to meet with each professor and discuss the specific details of implementing your accommodations in each course.

Returning students (those students who are already registered with OAS) should visit the Utilizing Accommodations page.

The deadline for adjusted academic accommodations for the fall term is November 15, 2019. Any requests received after this time will be considered for possible application in the next term.

Request Accommodation Letter - ___________________________

Request a revision to your Accommodation Letter

Notetaking services requires a coordinated process involving the student, faculty member and OAS. 

Students must:

• Complete the notetaker request form and submit to oas_notetaking@emory.edu.
• Download the Recommended Notetaker Announcement to request faculty assistance in recruiting a note taker for your class.

Faculty must:

• Submit the volunteer list of notetakers to oas_notetaking@emory.edu
• If a notetaker has not volunteered within the first week of class, please contact oas_notetaking@emory.edu.

View Notetaking Procedures

Students who would like OAS staff to proctor exams during the semester are responsible for notifying us at least one week before the exam administration date.

Students must:

• Submit the Exam Request Form to reserve a space at the OAS Testing Center (oas_testing@emory.edu).
• Submit an Exam Authorization Form to your instructor.  OAS will not administer an exam without the authorization and approval from your instructor. Authorization forms and exams can be sent to OAS via fax (_____________); email oas_testing@emory.edu; or drop off at SAAC Suite 310 during business hours

View Testing Procedures

First-year and transfer students entering Emory in the Spring 2020 semester must complete the application process, including all forms and required documentation for a housing accommodation, by _________.  Housing accommodations requests received after that date will be placed on a waiting list, to be considered as rooms become available during the semester.

OAS Housing Accommodations Procedures and Guidelines

Emory University is deeply committed to the full participation of students with disabilities in all aspects of College life, including residential life.  In accordance with Section 504 of the Rehabilitation Act and the Americans with Disabilities Act Amendments Act of 2008 (ADAAA), Emory has established procedures to ensure that students with documented disabilities receive housing assignments that reasonably meet their needs as required by law.  According to ADAAA, a disability is defined as any mental or physical impairment that substantially limits the individual in a major life activity compared to the average person.  In determining the extent of one’s limitation, the nature, severity, duration, and impact of the impairment are relevant factors; thus, an accommodation provides ‘access’ to the Residence Life program:  “As a residential college, Emory requires first and second-year students to live on campus.  The residence halls are communities of diverse individuals living and learning together.  Students are encouraged to participate in and contribute to the learning environment of their residence halls.  The residence halls are an important learning environment at Emory.  Students study together, socialize and relax with friends, build life-long friendships and work through the issues associated with living in a community.”

When considering Housing Accommodation Requests, Office of Accessibility Services (OAS) in partnership with Housing will consider how the specific request provides access to the Residence Life Program.  As such, requests for particular housing assignments based on a student’s preference, rather than need, such as a single room or desire for a quiet, undisturbed place to study, may not be honored.  In the same regard, granting an access request for a disability-related housing assignment may limit the kinds of preferences a student has selected on their housing application.

All students should proceed with standard room-selection procedures to ensure placement in the event that their accommodation request is not approved.

Emory University reserves the right to amend these Guidelines at any time as circumstances require.

Please note: Housing accommodations must be applied for annually.

Procedures for Requesting a Housing Accommodation

Please note:  Students are encouraged to keep track of their submission of the required forms, including medical forms, to ensure that their packets are complete.  Although every effort will be made to respond to emails throughout the process, OAS may be delayed in responding to individual emails, due to the volume of requests.  Students registration with OAS is not finalized until you receive a communication from OAS staff indicating your eligibility for a housing accommodation. 

1.  Register with OAS
   • Complete OAS’s Student Intake Form
   • Students are not registered until an OAS staff member contacts them about their eligibility.  Requests are processed in the order in which they are received.  No exceptions will be made.
   • Students already receiving accommodations through OAS do not have to submit another intake form.  Only the Housing Accommodation Request form if requesting a housing accommodation for the 1^st time.
2. Complete the Housing Accommodations Request Form
   • Students must request housing accommodations annually.
3. Submit disability documentation.
   •  An accommodation request will not be reviewed until documentation is submitted.
   • Students with permanent or unchanging medical conditions are not required to resubmit documentation after the first Housing Accommodation submission.  All other students must annually submit a documentation that speaks to the current impact of the disability.  OAS will inform you if additional documentation is needed.

Submit all required forms to OAS by any one of the following means:

Fax: 404-727-1126
Email: accessibility@emory.edu
Mail: Office of Accessibility Services
Emory University – Clairmont Campus
1946 Starvine Way Suite 310
Decatur, GA 30033

Housing Accommodation Request Deadlines

Deadlines are established each semester to allow application review and accommodation considerations prior to the general housing selection process.

• Students are advised to start the process early to allow adequate time to obtain the necessary documentation by the stated due date.  Efforts to obtain documentation from a health provider often require advanced notice and may take several days to several weeks to prepare. 
• Incomplete application materials will delay the eligibility determination process and may result in a denial of the accommodation request.
• Students must request housing accommodations annually.
• Emory will accept requests for reasonable accommodations in housing at any time but such requests will be reviewed and considered according to the following due dates.  Thus, the accommodation needs of students who miss the deadline or submit incomplete applications may not be able to be met during the requested semester.
• If the need for the accommodation arises when an individual already resides in Housing, they should register with OAS and submit the Housing Accommodation Request form and relevant medical information as soon as possible.  Emory cannot guarantee that it will be able to meet the accommodation needs during the semester in which the request is received.

Academic Year and Semester Application Deadlines

Additional Procedures

Students with service animals, those requesting permission to have an assistance animal and/or students who wish to have a Personal Care Attendant must also refer to the respective information about additional policies, procedures and expectations.

Students who may require assistance in an emergency evacuation are urged to identify themselves directly to the _______________________.

Comfort Animal Policy

Review and Housing Assignment

Requests for housing accommodations are reviewed by OAS.  OAS will consult with Housing, Counseling, and/or Student Health where appropriate.  Reasonable and appropriate accommodations depend upon the disability, the housing environment, and the measures necessary to ensure equal access.  Requested accommodations may not be granted if deemed unreasonable, unduly burdensome, or if alternative accommodations are available.  Decisions will be emailed to students as well as Housing with instructions for proceeding with room selection.

Appeal Procedures

Students who are not granted housing accommodations through this process have the right to appeal OAS’s decision.  If a decision denying the request for disability housing accommodations is made, students will receive information about the appeal process in an email communication.

All students should proceed with standard room-selection procedures to ensure placement in the event that their accommodation request is not approved.  Students who are denied an emotional support animal on campus must refrain from bringing the animal to campus until an approval is granted. 

Food Allergies and Dietary Needs

Accommodations for dining and exceptions to the dining policies and requirements due to a disability are considered on a case-by-case basis.  Students who have specific dietary needs are encouraged to contact the campus nutritionist who is able to work with the various dining facilities to discuss nutritional options.  See Dining for more information.

Adjusting your Accommodations

If you think that you may need to revise your accommodations, please send an email to accessibility@emory.edu or oas_oxford@emory.edu and in the “Subject” line, state, “Requesting adjustments to accommodation plan”.  OAS will notify you if you need to meet with the Compliance Specialist in order to determine what modifications may be reasonable and what related additional testing or documentation may be required.

The Office of Accessibility Services will arrange sign language services and captioning services for individuals who are registered with OAS or individuals who are attending a campus event who use these services as their preferred mode of communication.

Individuals requesting Interpreting services and individuals requiring captioning services should follow the following steps:

• Complete and submit the Interpreting Request form at least two weeks prior to the event or any classroom needs.
• The interpreting request form shall be sent to the appropriate person responsible for the event and/or OAS for any classroom needs.
• A response of providing service will be made within 3 business days of receipt.

Reasonable Accommodations for Study Abroad Students

Students must work with the appropriate OAS staff member, CIPA advisor and the prospective international institution. Please note that all requests for services and accommodations must be supported by the documentation on file with OAS and be reasonable and appropriate within the limits set forth by state and federal law and University procedure. The University will make efforts to assist students with finding reasonable accommodations to participate in the program. The accommodations cannot fundamentally alter the nature of a course or program of study or present an undue hardship for either Emory University or the host institution.

Although many countries are becoming more aware of the needs of people with disabilities, not all countries have similar laws and accessible infrastructure/services. Consequently, requests which may be reasonable in a domestic context may not fall into that category in the international context in light of available resources. The following recommendations are for students to consider when contemplating study abroad. 

Learn more about study abroad accommodations

Disclosure

Do I disclose my disability when I apply for a study abroad program?

A. US law protects your right to choose whether or not you wish to disclose. However, if you choose to disclose, your study abroad advisor will be available to work with you and your specific accommodation needs. What protections are available in the host country depends on the laws in that country.

Are there any kinds of disability-specific questions that study abroad programs can ask students with disabilities?

A. Study abroad advisors are not allowed to ask questions related to disability or accommodations during the application process unless the program can prove that the specific disability-related information is directly necessary for conducting their particular program. However, this information cannot be used to screen out an applicant. A student participant must be considered based upon their qualifications, regardless of disability type (MIUSA).

When should I disclose my need for academic accommodations for study abroad?

A. After an acceptance into a particular program is received, disclosure regarding your need for disability services to both your study abroad coordinator and OAS should be made. Prior to your acceptance, you should have already been researching your potential host institution and troubleshooting solutions for any accommodation / accessibility issues. As a reminder, you are not obligated to mention your disability in any personal statements during the application process, if you choose not to do so.

In a few programs, students don't learn about acceptance to their host institution until just before they depart. If a student waits to declare a disability until after acceptance, this lack of planning time can make it difficult to impossible to arrange for accommodations at the host institution. Keep this factor in mind when choosing and planning your study abroad experience.

If a student with a disability is not currently registered with OAS, but wishes to receive accommodations for their Study Abroad experience, you will need to begin the registration process.  For more information please visit OAS’s website, phone the main office at 404-727-9877, or, email accessibility@emory.edu.

Once documentation is reviewed, a disability specialist from OAS meets with the student to discuss accommodations needs and completes an Accommodation Letter. One copy of the Letter of Accommodations should be provided to your study abroad advisor and the original should remain at OAS.

Disability Accommodations

What do I do if I am denied access to academic accommodations for my disability once I arrive at my host university or program?

A. Disability accommodations should be worked out prior to departure. However, if an accommodations denial occurs, document when the denial was made, and in what manner it was made (e-mail and keep a hard copy of the denial, or document the date and time it was made and by whom). Contact OAS (accessibility@emory.edu)  and your study abroad advisor. Remember, there may be a time difference, therefore, if you call after 5 PM or before 8 AM eastern time, leave a voice mail, along with the time difference, and a number where you can be reached. From there, interaction with the host institution can begin to address your articulated concern. However, neither Emory nor OAS can guarantee any particular result in any particular case.

What if I decide not to use accommodations abroad?

A. The choice to use accommodations is entirely up to the student, but depending upon circumstances, if refusing accommodations while studying abroad means the possibility of posing a direct threat to personal safety of self or others, a student will likely be denied participation in a selected study abroad program. It is also important to remember that if a student does not choose to utilize accommodations during their study abroad experience, and then happens to do poorly in their classes, grades are NOT retroactive, meaning that once a grade is earned, it cannot be changed.

Are peers and instructors obligated to assist students with disabilities if they need assistance in activities of daily living such as dressing, bathing, feeding, or mobility?

A. The general answer is No. Participants with disabilities must collaborate with OAS and their Study Abroad advisor to identify all possible issues and implications relating to physical accessibility, and then identify potential solutions to such issues. Circumstances are addressed on a case-by-case basis. The earlier the planning is started, the better the chances any identified issues can be resolved effectively and in a timely manner.

Other Useful Forms for Study Abroad Planning

• Personal Assistants on International Exchange Programs—MIUSA tip sheet regarding Personal Assistant (PA) needs abroad
• Assessing the Disability-Related Needs of Exchange Participants—MIUSA forms for assessing one's functional needs and abilities for studying abroad
• Making the Study Abroad Decision--Best Colleges.com

Timelines for Disability-Related Requests

OAS receives daily requests throughout the year from students, faculty and staff at Emory.  Because of this high demand, we cannot provide “next day” meetings for requests.  Please try to anticipate your needs so we have time to assist you before a crisis occurs.

Some requests require obtaining information, assistance and approvals from other departments or outside sources.  The timeliness of their responses is not under our control.  Please be patient. We will notify you as soon as a resolution to the issue is reached.

Effective Date of Accommodations

Accommodations go into effect in a course at the time the student discusses the contents of the accommodation letter with the instructor for that course, with the exception that a minimum of five business days’ notice must be given to the instructor to obtain extractive or an alternative location for an evaluation.  Accommodations are never retroactive, and will not change grades or assignments that occur before this discussion/meeting.

Testing Accommodations

We receive a large number of requests to proctor exams for reasons related to the students’ disabilities.  Our resources are limited, and we cannot provide proctoring for exams rescheduled to facilitate travel, vacations, social events, family reunions, interviews, etc.

A student whose accommodation include testing in an alternative location and/or extended testing time must give OAS and the instructor a minimum of 5 (five) business days’ notice, to allow proper coordination from all parties.

Requests for OAS to proctor exams should be initiated by the student, one week before the exam is scheduled to be administered.  For mid-semester and final exams, OAS will always have a deadline to submit requests in order to prepare for the volume of students that will use the Testing Center.  OAS can only provide proctoring services when staff are available, and within our normal business hours, which may mean that an exam cannot be given on the same day or time as it is taken by the rest of the class.  We cannot proctor exams in foreign language courses if any exam component requires that a proctor read in the language being testing.  If available, the department would have to work with OAS to provide a proctor that speaks the language being tested.

Students are also required to abide by the University Honor Code.

If you think that you may need to revise your accommodations, please send an email to oas_oxford@emory.edu and in the “Subject” line, state, “Requesting adjustments to accommodation plan”.  OAS will notify you if you need to meet with the Compliance Specialist in order to determine what modifications may be reasonable and what related additional testing or documentation may be required.

Emory University is deeply committed to the full participation of students with disabilities in all aspects of College life, including residential life.  In accordance with Section 504 of the Rehabilitation Act and the Americans with Disabilities Act Amendments Act of 2008 (ADAAA), Emory has established procedures to ensure that students with documented disabilities receive housing assignments that reasonably meet their needs as required by law.  According to ADAAA, a disability is defined as any mental or physical impairment that substantially limits the individual in a major life activity compared to the average person.  In determining the extent of one’s limitation, the nature, severity, duration, and impact of the impairment are relevant factors; thus, an accommodation provides ‘access’ to the Residence Life program:  “As a residential college, Emory requires first and second year students to live on campus.  The residence halls are communities of diverse individuals living and learning together.  Students are encouraged to participate in and contribute to the learning environment of their residence halls.  The residence halls are an important learning environment at Emory.  Students study together, socialize and relax with friends, build life-long friendships and work through the issues associated with living in a community.”

When considering Housing Accommodation Requests, the Office of Accessibility Services (OAS) in partnership with Housing will consider how the specific request provides access to Residence Life and Housing Operations.  As such, requests for particular housing assignments based on a student’s preference, rather than need, such as a single room or desire for a quiet, undisturbed place to study, may not be honored.  In the same regard, granting an access request for a disability-related housing assignment may limit the kinds of preferences a student has selected on their housing application.

All students should proceed with standard room-selection procedures to ensure placement in the event that their accommodation request is not approved.

Emory University reserves the right to amend these Guidelines at any time as circumstances require.

Please note: Housing accommodations must be applied for annually.

Procedures for Requesting Housing Accommodations

Please note:  Students are encouraged to keep track of their submission of the required forms, including medical forms, to ensure that their packets are complete.  Although every effort will be made to respond to emails throughout the process, OAS may be delayed in responding to individual emails, due to the volume of requests.  Students registration with OAS is not finalized until you receive a communication from OAS staff indicating your eligibility for a housing accommodation.  

1. Register with OAS
   • Complete the OAS Student Registration Form
   • Students are not registered until an OAS staff member contacts them about their eligibility.  Requests are processed in the order in which they are received.  No exceptions will be made.
   • Students already receiving accommodations through OAS do not have to submit another intake form.  Only the Housing Accommodation Request form if requesting a housing accommodation for the first time.
2. Complete the Housing Accommodations Request Form
   • Students must request housing accommodations annually.
3. Submit disability documentation.
   • An accommodation request will not be reviewed until documentation is submitted.
   • Students with permanent or unchanging medical conditions are not required to resubmit documentation after the first Housing Accommodation submission.  All other students must annually submit a documentation that speaks to the current impact of the disability.  OAS will inform you if additional documentation is needed.

Submit all required forms to OAS by any one of the following means:

Fax: (770) 784-4667

Email: oas_oxford@emory.edu 

Review and Housing Assignment

Requests for housing accommodations are reviewed by OAS.  OAS will consult with Housing, Counseling, and/or Student Health where appropriate.  Reasonable and appropriate accommodations depend upon the disability, the housing environment, and the measures necessary to ensure equal access.  Requested accommodations may not be granted if deemed unreasonable, unduly burdensome, or if alternative accommodations are available.  Decisions will be emailed to students as well as Housing with instructions for proceeding with room selection.

Appeal Procedures

Students who are not granted housing accommodations through this process have the right to appeal OAS’s decision.  If a decision denying the request for disability housing accommodations is made, students will receive information about the appeal process in an email communication.

All students should proceed with standard room-selection procedures to ensure placement in the event that their accommodation request is not approved.  Students who are denied an emotional support animal on campus must refrain from bringing the animal to campus until an approval is granted.

Temporary conditions refer to a short time period in which a person has a disability, for example, a broken leg, a surgical procedure, or a common health condition.

Some students with temporary mobility impairments due to a broken leg or surgical procedure may qualify for transportation assistance arranged through OAS. Transportation services are available for those students, faculty and staff who qualify. Please call our office at (770) 784-4690; or email oas_oxford@emory.edu so that we can provide Transportation services with the requisite information.

Other students with injuries to arms and hands may use voice input computers or other equipment. OAS has a list of software resources that can be downloaded or purchased.  Temporary health concerns of themselves, however, do not commonly constitute a disability and afford a student special accommodations facilitated through OAS.

Although students may contact OAS, those with temporary or common health conditions should discuss the need for short-term considerations with their professors. Students who believe their accommodation needs have not been met may contact OAS for assistance. 

To receive accommodations for a temporary disability, the student must submit a temporary disability registration form and appropriate documentation to OAS indicating the type of disability, severity, limitations, prognosis, and estimated duration of the disabling condition. It is also helpful to know any adverse side effects caused by medication and recommendations for accommodations. The documentation should be recent enough to identify current limitations. Additional documentation may be requested to verify the need for continued services after the estimated duration of the condition has expired. Once documentation has been received and approved, the student will meet with the Compliance Specialist to determine appropriate accommodations and to discuss the accommodation process.

In situations where services are needed immediately but documentation may not yet be available, OAS will make every effort to work with the student to provide accommodations.

How to Register with OAS

The documentation can be sent to us one of the following ways:

• Faxed to (770) 784-4667 (Oxford campus).
• Emailed to oas_oxford@emory.edu (Oxford campus).
• Brought to OAS Oxford Office.

Once our office receives the paperwork an OAS staff member will contact you to set up an appointment and/or to let you know of any additional paperwork needed.

During the initial meeting the registration paperwork will be done. An OAS staff member will determine your eligibility for services and identify reasonable and appropriate accommodations.

No. Once accommodations have been approved, OAS generates an accommodation letter.  It is the student’s responsibility to request the letter and submit to your faculty.  The student determines which classes and faculty members will receive these letters.  OAS does not share any diagnostic information.  It’s the student’s decision whether or not to share any disability information.

What if I want to “try it on my own” without accommodations for a semester?

You can do this.  OAS will not force you to use accommodations.  However, keep in mind that you cannot go back, only forward so if you take an exam without accommodations and you receive a bad grade, you cannot retake the exam with accommodations.

You can, however, provide a copy of your Accommodation Notification Letter to your faculty and plan to use accommodations on the next exam in the class.  It is best to show your instructors your Accommodation Notification Letter within the first two weeks of the semester, even if you do not think you will be needing to use accommodations.  As the semester progresses, you may find the need to use your accommodations.

Does Emory give unlimited time on exams?

No, we do not approve unlimited time on exams.  However, based on the disability and need for exam accommodations, extra time may be appropriate.  The amount of time is typically 1 ½ times but some students may receive double time depending on the situation.

Are there waivers or course substitutions for required courses?

Some students wish to request a waiver or substitution because they think that their documented disability prevents them from completing a course.  This is most typically the case for foreign language requirements.  Emory will not waive a course requirement.  In order to request a substitution, the student much be in contact with OAS and the Associate Dean of the Individual’s School or College.  In the case of students with learning disabilities, their diagnosis and testing must clearly document the need for substitutions.  In some instances, OAS will write a letter of recommendation supporting the student’s request.  The College makes individual case-by-case decisions regarding these requests.

How do I get a note taker?

After you receive your accommodation letter, you must submit your notetaking request to OAS; and, share the notetaker announcement with your faculty member to begin the recruitment process.  If you hear an announcement in class and have not met with your faculty member to initiate recruitment, that note taker is not necessarily assigned to you.  

Typically this process is anonymous (i.e. The notetaker does not know who they are taking notes for); however, if you prefer to pick your own notetaker, you will have to send the notetaker directly to OAS (i.e. Have your notetaker contact oxfordnotetaking@emory.edu with the course name and instructor name).  You can also contact oxfordnotetaking@emory.edu directly with the name of the notetaker that you have selected.

If one of my accommodations is an alternative textbook format, where do I go to receive these books?

You will need to complete the alternative textbook format request to oas_oxford@emory.edu; or, complete the online form.

Emory University uses the Alternative Media Access Center based at Georgia Tech as its primary source for electronic text or recorded materials.  It is important to submit your request as soon as possible to ensure that you have the alternative format that is needed by the beginning of the semester.

Without notice ahead of time a delay may occur in the distribution of these materials.

What if i need a sign language interpreter?

It is important to request interpreting and/or captioning services in a timely manner.  Typically, Emory contracts out for an interpreter and there are a number of institutions within this area using the same agencies.  Submit your interpreter request form as soon as possible.

Can i take a reduced course load?

For some students with disabilities this is a suggested accommodation.  It is important to discuss with your advisor and OAS for appropriate guidance.

Grievance Procedure

Emory University is committed to a policy of ensuring that no otherwise qualified individual with a disability is excluded from participation in, denied the benefits of, or subjected to discrimination in university programs or activities due to his or her disability. The university is fully committed to complying with all requirements of the Americans with Disabilities Act of 1990 (ADA) and the Rehabilitation Act of 1973 (section 504) and to providing equal educational opportunities to otherwise qualified students with disabilities.

Any university student who believes that he or she has been subjected to discrimination on the basis of disability, or has been denied access or accommodations required by law shall have the right to invoke the Grievance Procedure. This Grievance Procedure is designed to address disagreements or denials regarding requested services, accommodations, or modifications to university academic practices or requirements.

The Grievance Procedure is not intended and shall not supersede other university policies and procedures, which may exist for addressing alleged violations of ADA and/or Section 504, and other issues of concern for which separate university policies and procedures exist, including for example, grade appeals. Students are encouraged to consult with the Director of Accessibility Services or their respective designees regarding the most appropriate university policy or procedure to address a particular concern.

Informal Grievance Procedure

With respect to any grievance covered under this policy and as a prerequisite to initiating one of the formal grievance procedures, a student shall first attempt to resolve his or her complaint informally by meeting with the Director of OAS. If the grievance is not resolved informally, then the student shall have the right to invoke the appropriate formal grievance procedure detailed below.

Formal Grievance Procedure for The Denial Of Academic Accommodations And Service

1. A student with a disability, as defined by the ADA and the Rehabilitation Act, shall have the right to request that the Office of Equity and Inclusion review the denial of any requested academic accommodation or service.
2. The Office of Equity and Inclusion shall assess the formal complaint and review all information necessary to render a written determination. If requested, the student shall supply any additional information and/or documentation as requested by the OEI designee. The OEI designee will issue a written Letter of Determination on the student’s Review Request.
3. If the student disagrees with OEI’s determination, the student may seek a review with the provost. The student shall submit a written letter requesting a review of the complaint.
4. The provost shall review the student’s letter, all pertinent records, and documentation. After completing the review, the provost will provide a letter of determination to the student.

Office of Civil Rights (OCR) Complaint

Although students are encouraged to attempt to resolve complaints pertaining to disabilities by using this Grievance Procedure, they have the right to file a complaint directly with the U.S. Department of Education, Office for Civil Rights (OCR).

Individuals with Disabilities Policy

Emory University is committed to providing equal access to employment and educational opportunities for persons with disabilities.  Emory University recognizes that individuals with disabilities may need reasonable accommodations to have equally effective opportunities to participate in or benefit from university educational programs, services, and activities, and to have equal employment opportunities. Emory University shall adhere to all applicable federal and state laws, regulations, and guidelines with respect to providing reasonable accommodations as necessary to afford equal employment opportunity and equal access to programs for qualified persons with disabilities. Applicants for admission and students requesting reasonable accommodations for a disability should contact the Office of Accessibility Services at 770-784-4690  or oas_oxford@emory.edu. Employees and applicants for employment should contact the Office of Accessibility Services at 404-727-9877 or oas_employee@emory.edu.  Visitors and participants in nonacademic programs should contact the sponsoring department or OAS at 404-727-9877. Questions regarding reasonable accommodations and/or discrimination on the basis of disability should be directed to the Director and ADA Compliance Officer in the Accessibility Services office.