Step by Step Accommodation Process

OALA Accommodation Process

1.Self Identification through the Application Process

In higher education, accessing accommodations must be initiated by the student and their voluntary self-disclosure of needing accommodations related to a disability. Unlike elementary or high school, in college, students decide if and/or when to request accommodations by connecting with our office. This can occur at any point during the semester or during their time at Baylor.

This is done by submitting an application to OALA where students can provide information related to their academic and medical history and share details related to their lived experience with a disability or condition and the accommodations that they are seeking. Please note that, generally, Google Chrome has been most effective when submitting an application in comparison to other browsers. Once completed, you should receive an email confirmation that your application was submitted. If you do not receive this confirmation, reach out to our office or resubmit your application. If you experience a disability-related or technical barrier completing the application, please contact OALA for assistance.

2.Provide Supporting Information or Documentation

Students may provide documentation or other supporting information through the application process to help OALA understand the nature of their disability, disability-related barriers, and the need for requested accommodations.

OALA considers information from multiple sources, which may include the student’s description of their experience, prior accommodation or educational records, relevant medical or clinical documentation, and information developed through the interactive process. The type and amount of documentation needed may vary depending on the student’s circumstances and the accommodation requested. When additional information is necessary to evaluate a request, OALA will identify the specific information needed.

Guidance for Healthcare and Other Qualified Providers

When documentation from a healthcare or other qualified professional is provided, it is most helpful when the documentation includes information relevant to the student’s disability and need for access in the postsecondary environment. Helpful information may include:

The provider’s name, credentials, area of practice, and relationship to the student
The disability, condition, or impairment being addressed, to the extent necessary to substantiate the student’s disability-related functional limitations and barriers
The current functional impact of the disability, particularly as it relates to the academic, residential, or campus environment
Information regarding the duration, frequency, or variability of the disability-related functional limitations and their impact on access
Relevant history, observations, assessment findings, or other information that helps substantiate the relationship between the disability-related functional limitations and identified barriers
Recommendations regarding accommodations or access needs that may address the identified barriers, including the rationale for those recommendations

A specific diagnosis or provider recommendation does not, by itself, determine whether a particular accommodation will be approved. OALA considers the student’s request and all available information through an individualized and interactive process and determines reasonable accommodations based on the disability-related barrier and the context in which access is needed.

If the available information is not sufficient to evaluate a request, OALA will work with the student to identify what additional information may be needed.

3.Intake Appointment and Interactive Process

At OALA, disability accommodations are determined through an interactive process that requires the engagement of both the student and our staff. A student’s personal narrative and description of their experiences help identify or anticipate potential barriers and reasonable accommodations that may provide equal access and full participation.

4.Reasonable Accommodations are Rendered

At Baylor, OALA is institutionally responsible for determining eligibility for disability-related accommodations and the reasonableness of accommodations requested by a student. Various factors are considered in making this determination, including the student’s application (Step 1), supporting information or documentation (Step 2), the interactive process (Step 3), and the nature of the requested accommodation.

OALA also considers whether a requested accommodation would require modification of an academic requirement that Baylor can demonstrate is essential to the instruction being pursued or to a directly related licensing requirement, or would otherwise fundamentally alter the nature of a course, program, service, or activity. When questions arise regarding essential academic requirements or the nature of a course or program, OALA may consult with appropriate faculty and academic administrators as part of an individualized review.

The goal of this process is to identify appropriate provisional, temporary, or permanent accommodations and auxiliary aids or services that provide students with disabilities equal access and an equal opportunity to participate in Baylor’s programs, services, and activities. Accommodations are determined on a case-by-case basis and are individually designed to address disability-related barriers in the context in which access is needed.

OALA’s approval establishes the student’s eligibility for the listed accommodations in their notification letter. Approved accommodations become active when the student requests that OALA issue the appropriate accommodation notification to the faculty member, office, or staff responsible for implementation. Accommodations are not retroactive and apply prospectively once activated through OALA’s notification process. They do not retroactively excuse prior absences, extend deadlines that passed before the accommodation became active, change grades or other academic decisions based on events that occurred before activation, or otherwise apply to prior academic requirements or activities.

5.Implementation of Accommodations

Approved accommodations are implemented in a manner that provides equal access while preserving essential academic requirements. Since course structures, learning objectives, instructional methods, and assessment requirements vary, some accommodations may require coordination with faculty regarding their implementation. Certain accommodations, including occasional absences and extensions on assignments, may also require course-specific consultation with faculty to determine how the accommodation can be reasonably implemented in light of the structure and essential requirements of the course.

OALA encourages students and faculty to communicate regarding the implementation of approved accommodations. If questions arise regarding implementation, OALA is available to provide guidance, facilitate communication, and coordinate any necessary individualized review.

When questions arise regarding whether or how an accommodation can be implemented in a particular course, OALA will engage in an individualized fact-finding process that considers the student’s disability-related barriers, the requested accommodation, and the structure and essential requirements of the course or program, including information provided by appropriate faculty or academic department administrators. OALA will determine the reasonableness of the accommodation and, when necessary, explore effective alternatives.

6.Ongoing Communication with OALA

Students are responsible for activating their approved accommodations by requesting that OALA send the appropriate accommodation notification each academic term. An approved accommodation is not active and does not apply until the student requests the notification and OALA provides formal notice to the appropriate faculty member, office, or other university staff responsible for implementation.

OALA will provide information regarding this process prior to each academic term. Once formal notification has been provided, the approved accommodation applies prospectively and not retroactively in accordance with the information provided by OALA.

OALA encourages students to contact our office if they encounter barriers, issues, or concerns regarding their accommodations or their ability to access any aspect of campus life. If a student experiences changes related to their condition, disability, or accessibility needs, they should contact OALA to discuss potential options or adjustments to their accommodations.

7.Appeals, Rights, and Grievance Process if Needed

If a student is not approved for a requested accommodation or disagrees with an OALA determination, they may email OALA@baylor.edu to request an official appeal and may include any additional information or documentation they would like considered. The appeal will be escalated to the Assistant Director of Accessibility and Assistant Vice Provost of Undergraduate Success, who will evaluate the matter and issue a determination within seven (7) working days.

If a student disagrees with the determination, the student may pursue formal grievance procedures under Baylor’s Civil Rights Policy. The Manager of Equal Opportunity and 504 Coordinator within the Equity, Civil Rights, and Title IX Office will manage the grievance process for students who believe they have experienced discrimination based on disability, including concerns related to disability access or accommodations.

Students may also refer to resources from the U.S. Department of Education’s Office for Civil Rights for additional information, including their guide and outline of rights for students with disabilities in postsecondary educational settings.