Instructor Center

Steps beginning with application through execution of accommodations:

1. Student applies for services through DSS
2. Student secures documentation
3. Student meets with Accessibility Coordinator to discuss potential accommodations
4. Student signs Accommodation Plan and Release/Rights/Responsibilities documents
5. Student receives Accommodation Letter that they may choose to forward to their instructors. Failure to forward means there are no accommodations (and no DSS communication).
6. Student works with instructor and/or proctor so accommodations may be used

To see the whole student process please visit our Apply page.

You might also be interested in the Timeline for Requesting Accommodations page.

Please review the student’s Release, Rights & Responsibilities

Instructor’s Role in the Accommodation Process:

Are you expected to become an expert on disabilities? No. Disability Support Services has staff who have expertise in verifying disabilities and determining academic accommodations. However, below is a list of your role in making OTC welcoming and inclusive:

• Syllabus Statement: You should have a statement in your syllabus directing students who may need accommodations to Disability Support Services.
• Accommodation Letter: Upon receiving an Accommodation Letter, you take an active role in implementing the accommodations. It is best practice to discuss each accommodation with the student so that you both have a clear understanding about how the accommodation will be implemented. If you need help implementing an accommodation, let DSS know. We are here to offer support to you, too! If an accommodation is not appropriate for the class (fundamentally alters the course, is not logistically possible, accommodation poses a threat to others, or other concern) please contact DSS immediately to discuss possible alternatives. It is not always possible to anticipate how each student’s disability will impact them in the classroom. As a result, it may be necessary to amend the approved accommodations. This will be done with a team approach; you, a DSS Accessibility Coordinator, and the student.
• Accessible Materials: If you are able to choose your course textbook and materials, please do so with accessibility in mind! Choose vendors who include accessibility features that are vetted. Consider Universal Design principles when adding and creating content, lecturing/presenting, and creating assessments and assignments.
• Make Referrals: Students sometimes disclose their disability to their instructors. Some feel reluctant to do so. In either case, if you think that a student would benefit from accommodation services because of a disability, please kindly and discreetly refer them to our office. Direct them to the DSS website/application or even walk with them to our office for a warm handoff.

Students will complete their exam request which generates an email with the link for you to complete your portion. The form should look familiar since it is based on the Faculty Make-up Exam form that was utilized by Testing Services.

Your student’s name and course information will auto populate from the student’s exam request. Please complete your sections and hit submit. It is very important that you include the quantity of time allowed for the exam and be specific on any resources you want your student to utilize on the exam.

You will notice there are two options for your exam’s return: email or pickup. This is consistent with Testing Services. We will no longer be delivering exams to instructor mailboxes.

If you know you have a student who needs to fill out an exam request form but hasn’t yet, you may go ahead and submit your instructor portion using the button located above on this page.

More information about testing with accommodations and the exam request process, visit our Testing FAQ page.

Your student may have provided a Medical Alert Letter. These are accompanied by a more robust Safety and Security Letter that will provide information for emergency responders. In case of a medical emergency, call 911.

Speak with your student about emergency plans that might impact a student with mobility concerns, Safety and Security Procedures for Evacuating the Mobility Impaired.

Emergency Plan Information for DSS students page includes locations for seizure kits and printable pdf for Seizure First Aid

Service animals are allowed on all OTC campuses and in all OTC education centers. Exceptions to campus access may include sterile environments and/or those requiring personal protective equipment. OTC policy 4.11 Animals on College Campus. ESA determinations for access will be made on an individual basis and begin by contacting DSS.

Legislation: Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 and its 2008 Amendments prohibit discrimination against individuals with disabilities. According to federal law, no otherwise qualified individual with a disability shall, solely by reason of his or her disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity of a public entity.

Accommodation Plan is a plan created to outline a student’s accommodations. Accommodations are discussed with the student during the intake when documentation of a qualifying condition has been provided to DSS.

Accommodation Letter is created for instructors. It outlines the accommodations included in the Accommodation Plan and agreed upon by the student and Accessibility Coordinator. The student is responsible for delivery to instructor. Once notified, the instructor is expected to provide the accommodations as written in the course. Immediately contact DSS with any concerns or questions about implementing accommodations. Never utilize a high school IEP or 504 or documentation from a provider to implement accommodations in college courses.

Disability Support Services (DSS) is the office at OTC that assists students with a disability with their accommodation needs.