Office of Student Life

Disability Services

Requesting Accommodations

The Basics:

Accommodations:

Advocacy:


What's New for AU20?

  • COVID-19 Operational Changes: We have made several updates to our operations to support physical distancing, including adjustments to accommodated exam procedures. Click here to review our operational changes.
  • COVID-Related Accommodation Requests: We are working with students who are most vulnerable to complications from COVID-19 to ensure that they have the necessary resources to participate in university life as safely as possible. Contact your Access Specialist directly to modify your accommodations or make additional COVID-specific accommodation requests.
  • Updated Attendance and Deadline Modification (ADM) Agreement Form: For students approved for ADM, this new form allows for more dynamic responses based on the relevant curricular components of the course. Remember: Your instructor should be the one completing the form. Click here for a refresher on the ADM process.
  • New Modules Now Live in AIM: You may notice two new modules in AIM: the Accessible Media module and the Deaf and Hard of Hearing module. You will now be able to use AIM to submit media conversion requests, check the status of your media requests, and view the interpreters or transcribers assigned to your classes. Read the Accessible Media section and Deaf/Hard of Hearing section for more information.

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Overview

  1. Review your syllabi at the beginning of the semester. Look at the requirements of each of your classes and consider your disability-related needs. Some accommodations may not be necessary for every class.

  2. Login to AIM to generate your Course Accessibility Letters. You and your instructors will receive your letters via email once classes are in session. Remember, accommodations are not retroactive, so be sure to generate your letters as early in the semester as possible.

  3. Contact your instructors (or the accommodations point-of-contact for a coordinated course). In this conversation, you do not need to disclose the specific nature of your disability. 

  4. Follow applicable procedures for your accommodations, as described on this page.

  5. Keep in touch. Communicate with your instructors throughout the semester. If you have any questions or run into any issues in this process, contact your Access Specialist.

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How to Use AIM

AIM is our online portal which allows to generate your Course Accessibility Letters. Click here to watch the AIM student tutorial.

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Shared Responsibilities Summary

You are responsible for: 

  • communicating with your instructors and our office throughout the semester
  • requesting accommodations in a timely manner
  • following accommodation procedures (as outlined on this page and in the Student Handbook)


Your instructors are responsible for: 

  • communicating with you and our office throughout the semester
  • implementing accommodations in a timely manner
  • notifying our office when there are questions or concerns about any requested accommodations
  • maintaining your confidentiality


We (SLDS) are responsible for: 

  • approving your accommodations and training you on the request process
  • providing services and accommodations in a timely manner
  • consulting with you and your instructors on how to best implement accommodations
  • maintaining your confidentiality

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Exam Accommodations

Operational Adjustments for AU20

In order to support the health and safety of our students and employees, we will only proctor exams for students with accommodations that necessitate in-person testing, including:

  • Accessible formats (e.g. braille, large print, screen-free)
  • Assistive technology (e.g. JAWS, CCTV)
  • Private testing room (not "small-group setting")
  • Test assistant (reader or scribe)

If you are only approved for extended time or a small-group testing space, then you will take your exams off-site utilizing Carmen or other virtual assessment method. You will not schedule these exams in AIM. Instead, you will communicate with your instructors about logistics for setting up your virtual exams. This includes exams originally intended to be delivered in-person. If you have concerns with this setup, please contact your Access Specialist.

Requesting Extended Time

  1. After sending your Course Accessibility Letters, confirm with your instructor your need for extended time. Instructors are responsible for setting up extended time (and adjusting availability windows or due dates) in Carmen or other virtual platform.
  2. We strongly recommend that you confirm that your time allotted, availability window, and due date are correct before starting a Carmen quiz. If the quiz settings are incorrect, please reach out to your instructor. If you are having difficulty contacting your instructor, please contact SLDS.

To verify quiz information:

  1. In Carmen’s Course Navigation, click the “Quizzes” link.
  2. Click the quiz title to open the quiz.
  3. Double check that your extended time has been applied to the "Time Limit".
  4. Double check that the availability window and due date allow for enough time with your accommodations.

For screenshots and more information, visit the CarmenCanvas help article “How do I view Quizzes as a student?”.

Scheduling Exams with Disability Services (Limited Criteria)

You must be approved for an accessible format, assistive technology, a private testing room, or a test assistant in order for us to proctor your exam. Our modified proctoring hours for AU20 are Monday - Friday, 9 a.m. - 5 p.m. To schedule your exam in AIM:

  1. In AIM, select the Alternative Testing link (listed under My Accommodations on the left side of the screen).
  2. Select your class from the drop down menu and click the “Schedule an Exam” button.
  3. Complete the form. If your instructor has provided us with proctoring guidelines, that information will be available for you to review on this page.
  4. Click the “Add Exam Request” button to submit the exam request. A green check mark will appear on the screen to confirm your submission.
  5. Each time you schedule an exam you will receive an email either approving your exam request or asking you to contact our office.

Remember to schedule your exams early in the semester. Each exam must be scheduled in AIM by the deadline.

  • Quizzes/Midterms, occurring before week 3: ASAP
  • Quizzes/Midterms, occurring week 3 or after: 5 business days in advance
  • Finals: All online for AU20. Contact us by Friday, November 27th if you will need virtual proctoring.

Late exam scheduling requests must be approved by an exam services team member.

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Notetaking Assistance

Instructor-Provided Notes (Provided only with instructor approval)

  1. After sending your Course Accessibility Letters, discuss with your instructor if supplemental notes are available.
  2. Your instructor may say no to this request. Contact your Access Specialist if you have questions.

Apps/Technology for Notetaking or Audio Recording

  1. After sending your Course Accessibility Letters, discuss with your instructor if they have a no-technology or no-recording policy. For virtual classes, your instructor may be willing to record the entire class meeting using Zoom.
  2. If the instructor still has concerns with recordings, contact your Access Specialist.

Peer Notetaker (Instructor recruits a volunteer from the class)

For asynchronous courses (e.g. prerecorded lecture modules):

Notetakers are typically not applicable, since you can pause/rewind as needed. Contact your Access Specialist if you believe a peer notetaker is necessary in a non-live course.

For synchronous (real-time) class meetings:  

  1. After sending your Course Accessibility Letters, discuss your request with the instructor.
  2. If the instructor has already identified a peer notetaker for your section, then the instructor should provide you with the notetaker’s contact information. 
  3. If there is not already an established notetaker, then your instructor will recruit one. If your instructor is unsure of what to do, refer them to our notetaker recruitment instructions. Your instructor will share your contact information with the notetaker, once identified. 
  4. Communicate with your peer notetaker to coordinate how and when you will receive their notes. Reach out to your assigned Access Specialist with any concerns or challenges receiving notes from your peer note-taker.
  5. If your notetaker has not yet reviewed their responsibilities or signed up as an SLDS notetaker, please refer them to this link: http://go.osu.edu/notetaker.

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Attendance and Deadline Modifications (ADM)

Setting Up an ADM Agreement

  1. Review the course syllabus for relevant policies. Determine if you will need any adjustments.
  2. After sending your Course Accessibility Letters, discuss the relevant course policies and potential adjustments with the instructor.
  3. If you and your instructor do not readily agree to course adjustments, then contact your Access Specialist. They will contact your instructor to identify appropriate modifications.
  4. If you and your instructor readily agree to course adjustments, then ask your instructor to complete the ADM Agreement Form and email it to you for review.
  5. After you have reviewed the ADM agreement, email the form to slds@osu.edu. We will file the form and email you and the instructor a finalized copy.

Utilizing an ADM Agreement

  • Clear and prompt communication is key. Contact your instructor as soon as you are able to when you need to utilize ADM flexibility due to a flare-up.
  • If at any point your symptoms worsen to the point that you are falling behind and are unable to meet the terms of your ADM agreement, contact your instructor and Access Specialist. We can work together to determine the best path forward.

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Accessible Media

Our Accessible Media Team is responsible for providing course materials in accessible formats (e.g. text conversion, audio description, closed captioning).

Text Conversions

  1. Identify materials you plan to request in alternative formats by checking book information. It is important to make these requests as soon as possible after scheduling.
  2. Send your Course Accessibility Letters requesting the “Accessible Media” accommodation.
  3. Select Accessible Media under the My Accommodations menu on the left side in AIM.
  4. To request accessible version of any required books listed on the screen, select book to submit a conversion request. Note: Your books may not appear if your instructor has not added their textbook information.
  5. If your books or course materials are not listed, scroll to the bottom of the screen. For each book, select the class and fill in at least the following information: Book title, ISBN, and Editor. For any other reading materials, fill in the title and where the text can be found (e.g. Carmen course site). Make sure that the book information is accurate compared to the books listed for your course.
  6. Upload proof of ownership in AIM. See the Student Handbook for details.

How to Access/Download Materials:

  1. You will receive an email from AIM notifying you when each request is ready.
  2. Scroll down to the heading “List Books Currently Being Processed for (Term & Year)” to find the request in the table.
  3. Click on the Download Book button at the far right of the row to be directed to the material’s location in BuckeyeBox.

Captioning

  1. Send your Course Accessibility Letters requesting the “Captioning” accommodation as soon as possible after scheduling.
  2. The Accessible Media staff will work with your instructors to caption course materials.

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Deaf/Hard of Hearing Access

Course Interpreting/Transcribing

  1. Send your Course Accessibility Letters requesting the “Interpreting” and/or “Transcribing” accommodation as soon as possible after scheduling.
  2. Check the “Deaf and Hard of Hearing” tab in AIM to see your interpreter/transcriber team for the semester. Their names will display after we have determined staff assignments.

Event Interpreting/Transcribing

  1. Click the “Deaf and Hard of Hearing” tab in AIM.
  2. Select “Custom Request”.
  3. Click “Schedule Custom Request” box.
  4. In the drop-down menu, select “Non-Class-Related Request”.
  5. Continue to “Specify Custom Request”.
  6. Fill in event information and submit the request.

You can review or modify request under the Deaf and Hard of Hearing tab under upcoming requests.

Assistive Listening Devices

(Students who use hearing aids may request the use of an Assistive Listening Device for use in the classroom environment.  Assistive Listening Devices are amplifiers that bring sound directly into the ear.)

  1. Contact your Access Specialist to be authorized for an appointment with the university's Speech-Language-Hearing Clinic.
  2. Call to schedule an appointment with the Speech-Language-Hearing Clinic.
  3. The Clinic will require your most recent audiogram but may conduct additional testing to assess your current needs.
  4. The Clinic will fit you with an Assistive Listening Device and train you in its use.
  5. Sign a contract with the Clinic to check out the Assistive Listening Device equipment for the semester, which you will return to the Clinic at the end of each semester.

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Furniture and Mobility Access

Paratransit:

To schedule a ride, call 614-292-6202. Schedule recurring rides in advance, as subscription rides take priority over one-time requests. Remember to cancel rides as needed.

Furniture Requests:

  1. Review the classroom layout by virtually touring your classroom.
  2. After registering for classes, contact your Access Specialist with your room assignments and specific accommodations needed.
  3. Your Access Specialist will work with campus facilities to arrange for furniture placement. This process may take several days.
  4. Contact your Access Specialist if your furniture request has not been met within three business days, or you encounter a problem with the furniture.

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Participation Access

(Includes alternative method for class participation or presentations; audio descriptions for visual content; breaks during class; food/water medicine in the classroom; lab assistant; spelling error flexibility; and voluntary contributions during class)

  1. Consider: What is the design of this course? Some accommodations may be less applicable to different course designs. (e.g. breaks during class or food/water/medicine in classroom may not be relevant to online course designs)
  2. After sending your Course Accessibility Letters, discuss your request with the instructor.
  3. Contact your Access Specialist if you or your instructor has concerns.

Lab Assistants

  • Contact your Access Specialist to request a lab assistant.
  • Note: Applicability of the lab assistant accommodation may vary depending on the course design. Your Access Specialist will work with you to determine what level of lab assistance is needed.
  • Due to physical distancing guidelines, it is possible that most lab assistants will work with you remotely.
  • Contact you lab assistant if you are unable to attend class, so that they can plan accordingly.
  • Contact your Access Specialist if you drop the course, no longer in need of a lab assistant, or your lab assistant does not attend lab or does not perform tasks properly.

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Housing/Dining

Housing Accommodations

Contact the Director of Housing Administration, Toni Greenslade-Smith (614-292-8266 / greenslade-smith.1@osu.edu) to discuss options for housing accommodations (e.g. single room, wheelchair access, emotional support animal).

Dining Accommodations

Visit the NetNutrition website to discover which locations offer food items that best suit your dietary needs. Contact Assistant Director of Nutrition, Gina Forster (614-247-7641 / forster.78@osu.edu) for more information.

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Graduate/Professional Student Accommodations

For accommodations specific to graduate/professional school (such as accommodations for clinical rounds, dissertation/thesis work, or high-stakes testing), please contact your Access Specialist. They will work directly with you and your faculty to determine the best accommodations to meet your needs.

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Request a Letter of Support

(Includes course substitutions, SAP appeals, retroactive withdrawal, and registration confirmation)

  1. Contact your academic advisor to discuss the petition process. For SAP appeals, contact Buckeyelink. 
  2. Now that you are familiar with the petition process, contact your Access Specialist regarding your request. Include your personal statement for their reference and review.

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Request Support for External Standardized Test Accommodations

(Such as the GRE, LSAT, MCAT, DAT, etc.)

Contact your Access Specialist and specify the specific test and requested accommodations. If you have the needed forms, please also include those in your email.

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