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.

2.Provide Documentation Relevant to Disability and Accommodations Through Application Process

Students will have the opportunity to upload their medical documentation through the application process. Medical documentation is utilized to help guide the determination regarding the nature of a disability and/or health condition and its impact it may have on a student within the educational environment and what accommodations may be appropriate to support them. Documentation for any accommodation should address the following:

Licensure of health care professional and time working with applicant for treatment and/or educational records that substantiate a history of diagnosis and support of accommodations
A clear identification and diagnosis of a medical condition
Description of the functional limitations, symptoms, and/or barriers as a result of the condition
Discussion on how these limitations, symptoms, and/or barriers impact major life activities and full participation or accessibility to any aspects of the college experience, specifically as it pertains to the academic, campus, and residential environment
Specifically identifying the recommended accommodations and how these will ameliorate or minimize the experience of limitations, symptoms, and/or barriers that will allow the student to have better access and full participation to all aspects of Baylor’s campus life

If a student is facing barriers and difficulties accessing documentation or is uncertain about the documentation process, they are encouraged to reach out to OALA for further clarity and support. Visit our documentation guideline page for more information.

Once the application (Step 1) and any related documentation are received (Step 2), the OALA team will review the request during their weekly meeting and will follow up with the student. This will involve communicating to a student either: a) why their request may not be reasonable with written explanation regarding the denial and/or alternative options for access, b) request for additional information or documentation in support of the requested accommodations, or c) instructions for scheduling an intake appointment with an OALA staff member.

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 experiences, helps identify or anticipate potential barriers and possible reasonable accommodations to ensure full participation and support of our students.

4.Reasonable Accommodations are Rendered

At Baylor, OALA is institutionally responsible to determine eligibility and appropriateness of accommodations requested by a student. Various factors go into making this determination including: the student’s application (step 1), documentation that was submitted (step 2), the interactive process (step 3), requests that would fundamentally alter the academic program or standards of the institution (e.g., waiver of essential course requirements, Baylor attendance policy, etc.), requests that would impose an economic or administrative burden or hardship on the college, and other considerations.

The goal in this process is to identify appropriate provisional, temporary, or permanent accommodations and/or auxiliary aids that can be implemented to create equal access in the areas where barriers may exist. At OALA, we prioritize equity and will do our best to put accommodations in place that will provide an accessible and equitable experience on campus. Consequently, accommodations are approved on a case-by-case basis and are individually designed to create equal access and meet the specific needs of each student.

Once accommodations are approved, OALA staff will provide an understanding of each accommodation and any related responsibilities a student may have to activate their accommodations. A notification letter that lists the approved accommodations that a student is legally eligible for is sent to faculty. Students are responsible for requesting these letters to be sent each academic term. This letter includes the student’s name, confirmation of being registered with OALA, and approved accommodations. This does not disclose any information related to a student’s medical, academic, or personal history. Once this letter is sent, a student is deemed to be legally eligible for the approved accommodation noted on their notification. Please note that accommodations are not retroactive and only apply forward once an accommodation is approved.

5.Implementation of Accommodations

The implementation of accommodations is always balanced with the academic integrity and standards of each course. Most of the accommodations provided by OALA necessitate some coordination with our faculty and some require and must be done in consultation with faculty to appropriately be implemented (occasional absences, extensions on assignments, audio recording, additional testing time, etc.). As such, OALA encourages communication with each professor to discuss course parameters and details related to how accommodations are to be facilitated for each course. If a student and faculty member need guidance, input, or mediation regarding the implementation of an accommodation, OALA will be available to provide support. OALA will engage in a fact-finding process considering the student’s disability, the course structure and academic standards, and provide a determination regarding the reasonableness of an accommodation.

6.Ongoing Communication with OALA

Students must request for OALA to send their accommodation notification letter to their faculty each academic term. OALA will send messaging regarding this process on a regular basis prior to each term. Students do not have access to accommodations until this letter is sent. OALA encourages students to reach out to our office if they encounter any barriers, issues, or concerns regarding their accommodations or ability to access any aspects of campus life. If a student experiences any changes related to their condition, disability, or accessibility needs, they should reach out to OALA to discuss potential options or adjustment to accommodations.

7.Appeals, Rights, and Grievance Process if Needed

If a student is not approved for an accommodation or disagrees with an OALA determination, they can send an email to OALA@baylor.edu requesting an official appeal and include any additional information or documentation. This will be escalated to the Director of OALA who will evaluate the matter and make appropriate recommendations within seven (7) working days.

In the event that a student disagrees with the Director’s decision, 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 a student who believes that they have been subject to discrimination or harassment because of a disability.

Students can refer to the Department of Education and the Office for Civil Rights to learn more from their guide and outline of rights for students with disabilities in postsecondary educational settings.