Disability Resource Center

DRC Policies and Procedures

Disability Law and Policies

Federal, State, and CSU System-Wide Legislation

As part of the California State University (CSU) system, Cal Poly Pomona (CPP) is committed to ensuring equitable access to educational opportunities to qualified students with disabilities.  In both practice and policy, CPP adheres to the requirements of the Americans with Disabilities Act of 1990, as amended 2008 (ADAAA); Sections 504 and 508 of the Rehabilitation Act of 1973, as amended; and all other federal and state laws and regulations prohibiting discrimination on the basis of disability.

To meet the legal requirements of these laws, the CSU system established the Policy for Provision of Accommodations and Support Services to Students with Disabilities (Coded Memorandum AA-2014-08 PDF) and the California State University Policy on Disability Support and Accommodations (Executive Order 1111).

Under the provisions of this legislation, CPP may not unlawfully exclude a qualified individual on the basis of a disability from participation in the services, programs, or activities offered on its campus.  Appropriate accommodations and services will be provided to ensure equitable access unless it is demonstrated that providing such services would fundamentally alter the nature of the program, or would create undue financial or administrative burden.   

To address Title IX of the Education Amendments of 1972, CPP adheres to the CSU Systemwide Policy Prohibiting Discrimination, Harassment and Retaliation, Sexual Misconduct, Dating and Domestic Violence, and Stalking against Students and Systemwide Procedure for Addressing Such Complaints by Students (Executive Order 1097)

Disability Resource Center Academic Integrity Policy

To preserve the integrity of the testing environment, DRC adheres to CPP’s Student Conduct Code. Consistent proctoring and monitoring of exams will be employed using both human proctors and video cameras.  If a student is caught cheating or is suspected of cheating, the incident will be reported to the faculty member as well as to Student Conduct and Integrity. 

DRC Responsibilities/Rights
  • To review all materials that are taken into the testing room
  • To be permitted at any time to view all testing materials, clothing, accessories, etc.
  • To proctor all testing areas during the test administration through the use of cameras and live proctors.  This includes the monitoring of distraction free environments by opening the individual testing room doors periodically throughout the test administration. 
DRC Student Responsibilities/Rights
  • To uphold academic integrity
  • To only bring items that are permitted for the exam. 
  • To provide or show materials when asked by DRC staff.
  • To stop testing and provide DRC staff the exam materials when the time has ended.
In the event of suspected academic dishonesty, these procedures will be followed:
  • The exam will be stopped at point of discovery and the student will not be able to continue.  The exam and copies of any unauthorized materials will be returned to the instructor and Student Conduct and Integrity.
  • The instructor and Student Conduct and Integrity will determine the consequences according to the Student Conduct Code.

Disability Resource Center Confidentiality Policy

The DRC complies with the Family Education Rights and Privacy Act (FERPA, 2001), which protects students’ educational records and prevents their improper disclosure. Information related to a student’s disability may be released for the purposes stated below:
  • To individuals identified as having an educational need to know for the purpose of providing and coordinating appropriate disability accommodations or services;
  • To individuals identified as having an educational need to know for the purpose of providing academic adaptation of curricula;
  • When required by state and federal laws (e.g., in the event that the student might pose a serious risk of harm to themselves or others, or to comply with a lawfully issued subpoena);
  • To ensure the rights of students are fully protected regarding disclosure, students must sign a Release of Information specifically naming any other individuals authorized to disclose personally identifiable disability-related information and to receive such information.

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Eligibility for Services

As defined by the CSU Policy for Provision of Accommodations and Support Services to Student with Disabilities (PDF), a disability is a physical or mental impairment of an individual that limits one or more of the major life activities and requires either a record of such an impairment, or documentation of having been regarded as having such an impairment.

DRC recognizes that individuals with temporarily disabling conditions that are a result of injuries, surgery, or short-term medical conditions may need access to services and resources similar to individuals with permanent disabilities. Temporary disabilities are defined as a transitory impairment with an actual or expected duration of six months or less. Examples of temporary disabilities may include, but are not limited to: broken limbs, hand injuries, torn ligaments, or post-surgical recoveries. 

To receive accommodations and services, the student must complete the DRC registration process, which includes submitting an application for services and participating in an interactive process with DRC staff to gather information about the student’s experience of disability, functional limitations, and need for accommodation. Unless the existence of a disability and the need for accommodations is self-evident, some corroborating documentation is typically needed in order to establish permanent eligibility for services. Documentation may include educational or medical records, reports and assessments created by healthcare providers, school psychologists, teachers, or the educational system. External documentation will vary in its relevance and value depending on the original context, credentials of the evaluator, the level of detail provided, and the comprehensiveness of the narrative. The DRC General Guidance for Disability Documentation explain the criteria used by the University to establish a reasonable level of documentation in order to determine if a student qualifies as a person with a disability and to identify appropriate services and accommodations.

However, DRC recognizes barriers exist and can create hardship with regard to presenting third-party documentation. Students should not delay submitting an application for services out of concern for not having appropriate paperwork. Any information/documentation that students can readily share before or during the first meeting is helpful and can save the need for follow-up meetings. DRC will consider any information provided by the student for substantiating the disability and request for particular accommodations, even information outside of that listed in the Documentation Guidance. Additionally, it may be possible to establish accommodation eligibility on a provisional basis, pending receipt of corroborating documentation.

Criteria for Evaluating Requests for Accommodations

  1. Information provided by the student during the interactive process must establish how a student's ability to function is substantially limited as a result of their physical or mental impairment. A diagnosis of impairment alone does not establish that an individual has a disability within the meaning of the law.
  2. Information provided by the student during the interactive process must demonstrate that the particular accommodation requested is necessary to ensure equal or equivalent access to campus services, programs, and/or activities.
  3. The use of an accommodation is not reasonable if:
    • It would result in a fundamental alteration in the nature and essential requirements of a University service, program, or activity;
    • It causes an undue financial or administrative burden; or
    • It poses a threat to the health or safety of others.
  4. Modification of academic requirements must not result in substantial changes to essential content and/or level of instruction for a particular course, degree requirements, or other academic program or activity.
  5. The University is not required to provide personal aids and services, including attendants/assistants, individually prescribed devices, readers for personal use or individual study time, or other devices or services of a personal nature such as tutoring or typing.
  6. Accommodations and support services offered through the DRC may not duplicate services or instruction available to all CPP students (e.g., tutoring, counseling services).
  7. The University is not required to provide retroactive accommodations for services, programs, or activities. 

Documentation Guidelines 

Additional Accommodation Requests

Active DRC students seeking additional accommodations submit an Additional Accommodation/Documentation request through myDRC portal. Additional accommodation requests are subject to the evaluation criteria detailed above.

Temporary/Inactive students seeking to continue their temporary eligibility or reinstate expired eligibility must submit an Additional Accommodation/Documentation request through myDRC portal.

The student’s DRC Access Specialist will provide written notification of the decision to approve and/or deny the request, including the reason for denial, within 5 business days. If the request for an additional accommodation is denied, the student will be provided information about how to request reconsideration using the Accommodation Reconsideration Form (PDF).

Denial of Service and/or Accommodations

Incoming Students: Students who complete the DRC Application for Services are asked to specify the academic accommodations and support services that they need.       

  1. At the student’s DRC initial Intake Meeting appointment, the Access Specialist will establish eligibility for accommodations and/or services based on an interactive process.
  2. Notice of eligible accommodations is available at the conclusion of the Intake Meeting appointment in the “My Eligibility” tab of myDRC.
  3. DRC Access Specialist will document the denied accommodation(s) and the basis for the denial in the department’s data management software.
  4. DRC will run reports each term to monitor and analyze instances of and reasons for denied accommodations and/or services looking for trends and following up accordingly.

Current/Active Students: The department will review additional accommodation requested submitted by active DRC students. Requests are submitted through the DRC department database.

  1. The student’s DRC Access Specialist will provide written notification of the decision to approve and/or deny the request, including the reason for denial, within 5 business days.
  2. If the request for an additional accommodation is denied, the student is provided information about how to request reconsideration using the Accommodation Reconsideration Form (PDF).
  3. Accommodation Reconsideration forms submitted by students are forwarded to the DRC Director or designee, who will evaluate the matter to ensure DRC protocols were followed. The student will be notified of the decision within 5 working days. 

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Fundamental Alteration Determination Process

In accordance with the Americans with Disabilities Act, Section 504 of the Rehabilitation Act, and the CSU Policy for the Provision of Accommodations and Support Services to Students with Disabilities, CPP must provide reasonable accommodations and academic adjustments to students with disabilities who make requests for such accommodations and services. However, according to federal law and CSU policy, campuses are not required to take any action that would result in a fundamental alteration in the nature of a service, program, or activity, or that would result in undue financial or administrative burden.

Importantly, however, the Office of Civil Rights requires schools to engage in an interactive process, even when the requested accommodation appears on its face to be unreasonable or not feasible based on the above factors, because the process may uncover an alternative accommodation or academic adjustment that both affords the student equal access and does not fundamentally alter the academic program. Below you will find a process that must be followed when a student makes a request for an accommodation or course adjustment that could result in a fundamental alteration.

Interactive Consultation

Requests made directly to the instructor: When a student requests an accommodation that an instructor suspects may result in a significant change to a course, the instructor should first contact the Disability Resource Center (DRC) rather than telling the student no or even yes.

Requests made to DRC: For requests made by the student to DRC or referred to DRC by the instructor, DRC will follow standard procedures for determining if the student is eligible for the accommodation or academic adjustment based on the student’s disability-related functional limitations. If DRC determines the accommodation or academic adjustment is appropriate to afford equal access for the student, but the accommodation or academic adjustment may fundamentally alter the academic program, DRC will initiate the interactive consultation process described below.

A DRC access specialist will begin the interactive process by consulting with the instructor and the student regarding the requested accommodation. Depending on the complexity of the determination, other appropriate persons may be involved in this interactive discussion including, without limitation, the Department Chair, Dean of the College, other faculty with familiarity of the course or program, etc.

Analysis of the Impact of the Requested Accommodation on the Course or Program of Study

The DRC access specialist, assigned course instructor, and other appropriate participant(s) will review the course syllabus in detail.  This is necessary to determine the essential elements of the course, core outcomes and the expectations that all students must meet. 

In reviewing the course, a determination will be made about the specific knowledge, principles, skills, or concepts that must be mastered or demonstrated. 

It is also important to evaluate the course to determine if the requested accommodation will impact the program of study in terms of accreditation and/or licensure requirements.

Making a Decision

The DRC access specialist, assigned course instructor, and other appropriate participant(s) will need to evaluate the reasonableness of the requested accommodation in light of the information gathered.

If it is determined that the requested accommodation will not result in a fundamental alteration, the group will determine how best to implement the accommodation and proceed with implementation.

If it is determined that the accommodation will result in a fundamental alteration:

  • The DRC access specialist should facilitate additional discussion with the instructor and/or student regarding other accommodation options to address the identified access barrier; and
  • The DRC Director (or designee) will prepare a written respponse to the student in consultation with the assigned course instructor, other appropriate participant(s), and campus counsel. The correspondence will make clear to the student that DRC will consider other accommodations should the student make future requests, as well as how to appeal the decision.

Informing the Student

The DRC Director (or designee) will provide the student with the agreed upon response via email.

 

DRC Dispute Resolution Procedures

Students are encouraged to make reasonable efforts to have their concerns addressed informally. The complainant is strongly encouraged to discuss the matter in question, and as soon as they become aware of the problem, with the DRC staff member or service provider most directly involved.

  1. Students have option of making an informal complaint by:
  2. DRC Director will review and respond to the student either by email or phone within 5 working days.
  3. If needed, a meeting will be scheduled to further discuss the issue and explore possibilities of resolution.
  4. The nature and resolution of all complaints will be documented in the DRC student database for tracking purposes.
  5. Each term, Director will review to ensure appropriate and timely response and follow-up accordingly.

Students may be asked to provide written authorization for the Director to speak with those whose actions caused the complaint, in order to reach a resolution.

Accommodation Reconsideration

Students who have been denied their requested accommodation(s) may request reconsideration of the decision by completing the Accommodation Reconsideration Form (PDF). Students will be asked to provide additional information that supports their request and may attach additional documentation that addresses the reasons given by the DRC for the denial.

The Accommodation Reconsideration Form is forwarded to the DRC Director, who will evaluate the matter and make appropriate recommendations within five (5) working days of receiving this form.

In the event the student disagrees with the Director’s decision the student may pursue the University’s formal grievance procedures by contacting the Office of Equity, Inclusion, and Compliance.

Disability Discrimination

Students who believe they have experienced discrimination on the basis of disability may pursue the University's formal grievance procedures by contacting the Office of Equity and Compliance (OEC) at 909-869-4646 or file an online incident report with OEC.

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DRC Registration Process

CPP students establish their eligibility for accommodations via the following DRC Registration Process.

Step 1 – Submit an Application

Students interested in connecting with DRC should submit an application and available disability documentation using myDRC. Students experiencing difficulty accessing the online system should contact the DRC office (909.869.3333 or drc@cpp.edu).

Step 2 – Schedule an Appointment

Once the application and available documentation are received, the student will be contacted via their CPP email to schedule an Intake Meeting appointment with a DRC Access Specialist. Scheduling of the Intake Meeting appointment is not dependent on the receipt of disability documentation. The purpose of this appointment is for DRC staff to learn first-hand from the student about their functional limitations and accommodation needs.

Step 3 – Intake Meeting Appointment

The Intake Meeting is a critical step in the interactive process between the DRC and the student. During the meeting, the nature of the student’s functional limitations will be discussed and the student’s eligibility for academic adjustments, auxiliary aids, and/or services will be determined based on the available information.

Please note that participating in a DRC Intake Meeting does not guarantee program eligibility. Based on both the student’s self-reported information and the available disability documentation, the DRC Access Specialist determines the student’s eligibility for services and, if so, the appropriate and effective accommodations and duration of eligibility for their individual situation. DRC may request additional documentation if necessary to corroborate the student’s self-report and/or determine the duration of eligibility.

Once eligibility for accommodations is established, the student will receive an email outlining their next steps, which includes requesting the use of specific accommodations for each of their classes. Students must log in to myDRC every term to request which accommodations they would like to use for each of their classes. Accommodations do not go into effect until they are requested for specific classes.

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Overview of Accommodations

A reasonable accommodation is a modification or adjustment to a course, program, service, or activity that enables a qualified student with a disability equal access. 

Use of an accommodation is not reasonable if any of the following apply:

  1. It represents a fundamental alteration of the course/program objectives
  2. It causes an undue financial or administrative burden
  3. It poses a threat to the health or safety of others

DRC authorizes and facilitates the use of accommodations and services for students with disabilities.  Each eligible student receives accommodations based on an individualized assessment of their specific disability-related limitations. A DRC Access Specialist will determine this need based on the documentation provided and interactive process with the student.

Students who have been denied eligibility for their requested accommodation(s) may request reconsideration of the decision through the Accommodation Reconsideration process as detailed in the Dispute Resolution Procedures section.

Student Responsibilities

Students choose which of their accommodations they would like to use for each of their classes. Every term students must log in to myDRC and select which of their accommodation they would like to use for each of their classes. Although eligibility for certain accommodations is established during the application and intake meeting process, those accommodations do not go into effect until they are requested for specific classes. Students experiencing difficulty accessing the online system to request accommodations should contact the DRC office (909.869.3333 or drc@cpp.edu).

Instructor Responsibilities

Instructors who have questions or concerns about accommodations approved for a student must consult with DRC. DRC must be involved if any changes are to be made regarding approved accommodations.

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Alternative Formats

Alternative Format, also known as Alternate Media, refers to the conversion of printed course materials into an alternate, accessible format. This accommodation ensures students with visual, information-processing, or strength/dexterity disabilities access to their textbooks and all printed course-related materials.

Process for Use of Alternative Format

  1. Student registers for classes during Priority Registration. Students approved for Alternative Format are also approved for Priority Registration to allow DRC to accommodate the request in a timely manner.
  2. Student submits an Accommodation Request through myDRC, selecting the specific Alternative Format accommodation for each class in which alternate formats for course materials are needed. Requests should be made within 1 week of registering for classes. 
  3. Student must submit a Book Request to receive alternative format of a textbook. This is done on the Alternative Format page of myDRC. Requests are processed on a first-come, first-served basis.
  4. DRC emails a Notification of Accommodation to each instructor.
  5. Students are required to provide proof of possession before DRC can provide alternative formats for textbooks.
  6. DRC will email the student when Alt Media materials are ready to be downloaded.

Student Responsibilities

  • Monitor CPP email for status updates or questions from DRC Alternative Media Services
  • Submit accommodation requests for alternative media within 1 week of registering for classes
  • Submit specific book requests as far in advance as possible
  • Notify Alternative Media of any changes to the class schedule related to materials being converted
  • Submit a course syllabus including reading assignment dates, if requested
  • Submit all classroom handouts to be modified one week before needed
  • Provide proof of possession of the textbook(s)

Instructor Responsibilities

  • Respond promptly to notification letters when necessary
  • Ensure classroom materials, such as presentations, readers, handouts, and websites are fully accessible
  • Submit book requisitions to the campus bookstore per the Bronco Bookstore faculty guidelines
  • Ensure online materials are created in an accessible format

Alternative Format Contact Information

For questions regarding Alternative Format accommodations, please email us at drcaltmedia@cpp.edu.

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Deaf and Hard of Hearing Services

DHH services are to provide equal access to communication for students with a documented hearing loss. DHH services include: Realtime Captioning, Interpreting, or an Assistive Listening Device. All services provided are on a request-only basis for any course and event on campus.

Realtime captioning is a method of providing immediate, verbatim translation of spoken English into text using a steno machine and specialized software. The text is displayed on a laptop in the classroom for the student to follow in real time. Captioning services are provided by a qualified and professional realtime captioner.  

Interpreting is a method of providing immediate interpretation of spoken English into American Sign Language (ASL). Interpreting services are provided by a qualified and professional American Sign Language (ASL) interpreter.

An Assistive Listening Device (ALD) is used to amplify sound and provide students with improved access in the classroom. The speaker will wear a microphone attached to a transmitter and sound is amplified by a wireless receiver attached to headphones worn by the student. 

Process for Use of Interpreting and Realtime Captioning Services

  1. Student registers for classes during Priority Registration (Students approved for DHH services are also approved for Priority Registration to allow DRC to schedule in-class service providers in a timely manner.)
  2. Student submits an Accommodation Request through myDRC, selecting the appropriate DHH service for each class. Requests should be made within 1 week of registering for classes. 
  3. DRC emails a Notification of Accommodation to each instructor.
  4. DRC schedules service providers.
  5. The DHH Coordinator emails instructor confirmation that a service provider has been assigned and will be present in each class.
  6. (Realtime Captioning only) Transcripts will be available through myDRC before the next class.

If the student needs DHH services outside of the classroom, they must submit a Custom Request through myDRC at least 7 working days in advance. If it is less than 7 working days, DRC will make a reasonable attempt to fulfill the request.

Process for Use of Assistive Listening Device 

  1. Student submits an Accommodation Request through myDRC, selecting Assistive Listening Device for each class in which it’s needed.
  2. DRC emails the Notification of Accommodations to the instructor.
  3. DRC will email the student to schedule an appointment with the DHH Coordinator to check out the equipment.
  4. Student returns the equipment at the end of the term.

Instructor Responsibilities

When showing a video or streaming media during class or online, closed captioning must be available and turned on. CPP provides resources to assist instructors in obtaining captions and transcripts for pre-recorded materials. Showing multimedia without captions is not permitted.  Interpreting or Realtime Captioning services do not meet legal requirements for captioning of multimedia materials.  If using media that is audio only, the instructor must provide a transcript to the student.  The student holds the right to file a complaint against the instructor if non-captioned media is used for instructional purposes.

Student Responsibilities

Schedule Changes

Schedule changes made after Priority Registration may result in delay of services. Student’s eligibility for Priority Registration may be withdrawn due to a change in disability status or if it is not used for the reason it was approved. The student is required to notify the DHH Coordinator of any changes to their class schedule within 3 business days. Failure to request services within this timeframe may delay delivery of services.

Attendance

The student must attend class to receive services. The student is expected provide advance notice to the DHH Coordinator in the event of an absence or late arrival. If student is not in class within 20 minutes of class start time and has not contacted the coordinator, it will be assumed that the student is not attending class and the service provider will leave. Irregular attendance of 5 or more missed classes may require a meeting with the DHH Coordinator to evaluate effective use of services. If services are suspended, reasonable accommodations will be made in the interim.  

Working with DHH Staff

Service providers are not responsible for informing the DHH Coordinator of class cancellations, future absences, or additional upcoming service requests. All accommodation matters must be discussed between the DHH coordinator and student.

Service providers are not responsible for any information the student has missed or to explain any lecture information that was not understood. If the student does not understand the discussion/lecture the student should raise their hand and ask the instructor to repeat the information. If the instructor does not finish talking about his/her ideas or does not finish his/her sentences or tell jokes that student may not understand, it is the responsibility of the service provider to transcribe/interpret what is spoken. The service provider is not responsible for reminding students of test dates, homework, and/or project assignments, deadlines, etc.

If the student has any questions or concerns about their service provider they should discuss with the DHH coordinator.

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Extended Deadlines

University Policy on Assignments 

Students are expected to complete assignments by the due dates in each class. Instructors are expected at the beginning of the semester to explain on the syllabus how assignments/projects count towards final course grades and the class policy on accepting late work. It is the responsibility of students to understand this information by carefully reading the syllabus. 

Extended Deadlines for Assignments 

This accommodation is specifically designed to provide flexibility around class deadlines in order to specifically address the barriers related to chronic physical or mental conditions which result in significant challenges to completing assignments by their due dates.

Some students with chronic health conditions that are episodic in nature and periodically worsen or unexpectedly "flare up" may experience legitimate barriers to completing assignments quickly and may need occasional exceptions to the class policy on accepting late work. For example, students with chronic psychiatric conditions may require hospitalization and/or more time to stabilize from episodic flare-ups or unanticipated side effects to medication or other treatment. And students with permanent neurological conditions that limit their motor skills (e.g., paralysis of one or two hands) might experience undue hardship when the turnaround time for the assignment is relatively short. 

Legal Basis 

Federal law requires universities to consider whether any policy or procedure in place is discriminatory for students with disabilities and alter it if found to be so. University representatives must engage in a reasoned, deliberative process to consider individualized adjustments to allow students with disabilities an equal opportunity to meet course and program requirements. However, the university is not required to waive essential academic requirements resulting in fundamental changes to learning objectives or technical standards.

The DRC is required to serve as an intermediary between students and class instructors to protect student confidentiality and determine reasonable adjustments to the class policy on assignment deadlines and accepting late work. Students must submit to the DRC disability documentation from a qualified professional to establish relevant history and current functional limitations that necessitate the requested accommodation. At no time are students required to present disability documentation to instructors. Instructors have a legal obligation, upon DRC’s request, to participate promptly in a collaborative and deliberative process to determine educationally feasible alternatives to their class attendance policy. 

When Assignment Extensions Might Not Be Reasonable 

Extensions on assignments are not reasonable accommodations if they change or remove essential components of a course. Examples include, but are not limited to: 

  1. When assignments are designed to be completed in a specific sequence to build upon earlier knowledge/skills (e.g., lab activities, assignments that prepare students for weekly quizzes, project-based learning that must show regular progress, etc.)
  2. When the assignment is a significant part of group learning (e.g., group projects, discussion boards, assignments are reviewed as a class, etc.)
  3. When the assignment occurred in the past. Retroactive accommodation for past due assignments is not considered reasonable. Instructors are not expected to adjust deadlines on past due assignments for students who have registered with the DRC later in the term or wait to give notification of their eligible accommodations.  

In addition, this accommodation is not designed to support: 

  • Unlimited acceptance of late work 
  • Extra time to complete each class assignment in every class 
  • Chronic personal organization and time management difficulties
  • Non-disability related reasons (e.g., car trouble), seasonal illness (e.g., cold/flu), or health conditions that are not documented with the DRC 

Student’s Role & Responsibility for Receiving Extended Deadline Accommodations 

IMPORTANT: The student must initiate the process of creating an agreement with the instructor for how the accommodation will be provided in the class. This accommodation agreement should be in place at the beginning of each semester, or as soon as possible after the student requests the accommodation for the class. The agreement is NOT active until the agreement has been completed by both the student and instructor.  

Step 1: Request the Accommodation

The student must request the Extended Deadline accommodation for the class through myDRC. This should be done prior to the beginning of the semester, or as soon as possible after the need for an exception arises. (Instructors are not expected to extend a deadline that has already passed.)  

Step 2: Establish an Agreement with the Instructor

The student must initiate the process of creating an agreement with the instructor for how the accommodation will be provided in the class. This accommodation agreement should be in place at the beginning of each semester, or as soon as possible after the student requests the accommodation for the class. The agreement is NOT active until the agreement has been completed by both the student and instructor. The agreement should address specific adjustments that can be made to the class policy on accepting late work and/or assignment due dates.

For example:

  • How many assignments beyond the syllabus requirements may be submitted without penalty in relation to the disability related absence?
  • How many additional days after the original due date are allowed for submitting the late work?
  • If the student has a disability related absence does the instructor want to be notified if the student plans to submit an assignment late?
  • Are there any assignments where extending the deadline may be unreasonable?
  • How does the instructor want to be notified if a disability related late assignment needs to be submitted?

The student must initiate the agreement process by one of two methods:  

Option 1: Fill out the agreement form located in their myDRC account under Flexible Agreements.

Or

Option 2: Request Assistance from their DRC Access Specialist by emailing them the class information and the support needed. Students can locate their Access Specialist's email on their myDRC dashboard.

Students and instructors can use this helpful resource to assist with completing the agreement process: Extended Deadlines Agreement Resource (DOCX)

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Housing Accommodations

The DRC works in partnership with on-campus housing (University Housing Services and University Village) to provide accommodations that meet the student’s needs. Accommodations in housing are approved on a case-by-case basis and are dependent on the nature of the disability and/or health condition, as well as the impact in the campus living environment. Students requesting a housing accommodation must follow the housing procedures for applying and contracting, as well as be approved by the DRC for a housing accommodation. Housing accommodations are dependent on a student’s standing with University Housing Services and/or University Village. On-campus housing is in high demand, and the DRC recommends students complete their housing applications early.

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Mobility Assistance

The Mobility Assistance Cart (MAC) provides intra-campus cart service for eligible students, faculty, and staff with mobility difficulties operated by Parking and Transportation Services (PTS). 

Students: DRC will determine eligibility for students with permanent or temporary mobility limitations. Students can apply for services through the DRC application process. If you are already a DRC student, please submit an Additional Accommodation Request on myDRC.

Faculty and Staff: Contact the University's ADA Coordinator at 909.869.4095 or adacoordinator@cpp.edu to determine eligibility for services. Once eligibility is confirmed, DRC will email further instructions. To request rides, the individual must follow the steps below.

Process for Use of Mobility Assistance Cart Services

Once approved, riders will receive an email from the approving office that includes a link to Microsoft Bookings to make appointments for rides. Current Service Hours and more information is available in our How-To: Mobility Assistance tutorial.

Rider Responsibilities

  • Rides must be scheduled at least 30 minutes in advance for rides before 4:30 PM. Evening rides (after 4:30 PM) must be requested a minimum of one business day in advance.
  • If the time you're looking for is not available, and it is during operating hours, please call PTS at 909-869-3061 to see if your preferred time is available.
  • Rides are completed in the order requested, so submit your requests with as much lead time as possible.
  • Rides can be requested up to 30 days in advance.
  • Riders must be at the pickup location at the scheduled time. The cart driver will wait three (3) minutes for the rider to arrive at the pickup location.
  • If a scheduled ride is not required, the rider must cancel through the link in the confirmation email, or contact PTS at 909.869.3061 or rideshare@cpp.edu at least 30 minutes prior to the scheduled pick-up time.

Scheduling Information

  • Rides are first come, first serve, so submit your requests with as much lead time as possible.
  • Priority goes to previously scheduled rides (minimum one-hour notice). On-demand rides (less than one-hour notice) will be accommodated if possible.
  • Evening ridesmust be requested a minimum of one business day in advance.
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Modified Attendance

University Policy on Class Attendance

Cal Poly Pomona views class attendance as an individual student responsibility. Students are expected to understand and follow the attendance policy established by the instructor in each class. Instructors are expected to explain their class attendance policy and method used to calculate the final grade on the syllabus, and to make this available in class at the beginning of the semester.

Modifications to Course Attendance Policies

Some students with chronic health conditions that are episodic in nature and periodically worsen or unexpectedly "flare up" may experience legitimate barriers to class attendance and may need occasional exceptions to the class attendance policy. This might include, but is not limited to, students with diabetes, epilepsy, cancer, mental health disabilities, migraines and conditions requiring on-going or specialized medical treatment. Due to the nature and/or history of the disability, periodic or occasional absences can be anticipated; however, students may not be able to give advanced notice of a disability-related absence. Some students may require treatment and, in some cases, hospitalization. Most students, however, typically do not visit a doctor and might not be able to provide a doctor’s note for each absence.

It is important to understand that, even if excused, absences might negatively affect academic performance because of the lack of benefit from full classroom interaction. Students who are eligible for attendance accommodations are expected to keep up with the overall volume of coursework, including course content, lecture notes, and information presented during class. It is the student’s responsibility to arrange how they will obtain this information, such as by planning with their instructor or classmates to obtain notes from missed classes. 

Legal Basis

Federal law requires universities to consider whether any policy or procedure in place is discriminatory for students with disabilities and alter it if found to be so. University representatives must engage in a reasoned, deliberative process to consider individualized adjustments to allow students with disabilities an equal opportunity to meet course and program requirements. However, the university is not required to waive essential academic requirements resulting in fundamental changes to learning objectives or technical standards.

The DRC is required to serve as an intermediary between students and class instructors to protect student confidentiality and determine reasonable adjustments to the course attendance policy. Students must submit to the DRC disability documentation from a qualified professional to establish relevant history and current functional limitations that necessitate the requested accommodation. At no time are students required to present disability documentation to instructors. Instructors have a legal obligation, upon DRC’s request, to participate promptly in a collaborative and deliberative process to determine educationally feasible alternatives to their class attendance policy.

When Attendance Accommodations Might Not Be Reasonable

Attendance accommodations might not be reasonable in courses that involve significant in-class participation as a method of instruction or assessment. Missing too many class meetings might threaten the integrity of the course as offered and compromise the educational experience of other students in the class. Examples include, but are not limited, to:

  • Project-based classes in which students utilize class meetings to work and learn as a group
  • Lab courses, where the functional nature of the course relies on student participation as an essential method for learning
  • Studio art classes in which the primary purpose is to utilize ongoing feedback from the instructor and other students as work progresses
  • Field experience courses that require a specified number of hours in a practicum or internship setting over the course of the term
  • Courses where student contributions are a significant component of the learning process
Unlimited, extended or excessive absences

Students with extended absences or those who have missed too many class meetings and/or scheduled tests might find that a make-up plan is not workable. Instructors are not obligated to provide individualized instruction or to re-teach material that was missed. If absences become excessive, it may be necessary to petition for a Course Withdrawal or to ask the instructor for an Incomplete Grade.

Retroactive accommodation for previous absences

Accommodations do not apply retroactively. Modifications to the class attendance policy will not apply to absences committed before the accommodation was in place. Instructors are not obligated to adjust their class attendance policy for students who register with the DRC later in the term or wait to give instructors notice of their eligible accommodations.

In addition, attendance accommodations do NOT apply to the following:

  1. Consistent absences due to frequently occurring appointments (e.g., weekly therapy);
  2. Absences due to chronic personal organization and time management difficulties;
  3. Absences due to non-disability related reasons (e.g., car trouble), seasonal illness (e.g., cold/ flu), or health conditions that are not documented with the DRC.

Student’s Role & Responsibility for Receiving Modified Attendance Accommodations 

IMPORTANT: The student must initiate the process of creating an agreement with the instructor for how the accommodation will be provided in the class. This accommodation agreement should be in place at the beginning of each semester, or as soon as possible after the student requests the accommodation for the class. The agreement is NOT active until the agreement has been completed by both the student and instructor.

Step 1: Request the Accommodation 

DRC student must request the Modified Attendance Accommodation for the class through their myDRC portal. 

This should be done prior to the beginning of the semester, or as soon as possible. (Instructors are not expected to extend a deadline for an assignment until an agreement is in place.

Step 2: Establish a Modified Attendance Agreement 

The student must initiate the process of creating an agreement with the instructor for how the accommodation will be provided in the class. This accommodation agreement should be in place at the beginning of each semester, or as soon as possible after the student requests the accommodation for the class. The agreement is NOT active until the agreement has been completed by both the student and instructor. The agreement should address specific adjustments that can be made to the class policy on attendance. The agreement should also address make-up exam details. As needed, the student schedules the exam through their myDRC portal in accordance with these specifications.

For example:

  • What is the maximum number of allowable class absences without penalty?
  • How many additional days after the original test date are allowed to make-up the missed exam?
  • Are there any instruction days where participation is essential to the student’s learning outcomes? If so, which days?
  • If the student has a disability related absence does the instructor want to be notified?
  • How does the instructor want to be notified if a disability related absence is needed? 

The student may initiate the agreement process by one of two methods:  

Option 1: Fill out the agreement form located in their myDRC account under Flexible Agreements.

Or

Option 2: Request Assistance from their DRC Access Specialist by emailing them the class information and the support needed. Students can locate their Access Specialist's email on their myDRC dashboard.

Students and instructors can use this helpful resource to assist with completing the agreement process: Modified Attendance Agreement Resource (DOCX)

 

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Notetaking Accommodations-Overview

Notetaking Accommodations are approved when the student experiences a barrier to taking their own notes during class. In most cases Notetaking Accommodations are intended to supplement a student’s own notetaking efforts and fill in any gaps in their own notes.

Depending on the notetaking barriers a student experiences, Notetaking Accommodations may include:

  • Notetaking Supports: intended to help students take their own notes, such as permission to record class lectures, use of Notetaking Technology or use of laptop to take notes during class.
  • Notetaking Services: students receive a copy of class notes for review

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Notetaking Technology-Glean

DRC contracts a third-party software for Notetaking Technology called Glean. Students will record lectures and make notes through the Glean website or moblie app. The DRC no longer contracts with the company NTE starting in Fall 2024.

Students who request Notetaking Technology accommodation for their class(es) will receive an invite to use Glean from DRC. Students having trouble activating their account after receiving an invite should contact DRC for assistance at drcnotetaking@cpp.edu. 

*As part of this accommodation, the student is authorized to audio record lectures and will be required to fill out the Audio Recording Agreement in myDRC Portal every year. A copy of the agreement is available on this page under Notetaking Support-Audio Recording.

How to Use Glean
  1. DRC student submits an Accommodation Request through myDRC, selecting Notetaking Technology for each class in which its needed
  2. DRC will invite the student to Glean.
  3. Student will receive an introduction email from Glean with a link to sign-in.
  4. DRC will send student an email with additional information about how to use Glean.
  5. DRC recommends practicing recording ahead of time using their preferred method of audio recording.
  6. During class, student takes their own notes and records the lecture.
    1. Record lecture, and
    2. Take their own notes and write down what is on the board
    3. After class, audio notes will be transcribed within the hour
  7. Once your audio notes are transcribed you will be able to import lecture slides, add definitions, highlight important information, and create assignments. 

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Notetaking Supports-Recorded Lectures

The following instructions on how to audio record lectures are provided for the benefit of:

  • Students who are eligible for and have requested to use Notetaking Support accommodations such as audio recording of lectures; and/or
  • Student who are eligible for and have requested Notetaking Technology accommodations and will be recording lectures with Glean.

Students are required to adhere to the following conditions prior to using the accommodation:

  • Understand the recorded material will be solely used for their personal use for educational purposes and will not be reproduced or shared in any way.
  • Understand the recorded material is protected under federal and international copyright legislation and may not be published or quoted (this includes social media) without the instructor's explicit consent.
  • Understand they must stop recording if personal or sensitive information is being shared.
  • Understand they must delete all recordings at the end of the term.

Violation of any of these conditions will be reported to Student Conduct and Integrity for disciplinary action which may include suspension or expulsion from the University.

To utilize Notetaking Support-Audio Recording accommodations, the student submits an Accommodation Request through myDRC, selecting Audio Recording for each class in which it's needed. Their instructor will then be notified that the student has permission to utilize the requested accommodation.

Please visit Audio Recording Accommodation for recording instructions and other resources. Students who have any questions or concerns about audio recording should contact DRC immediately for technical assistance or to explore other options available.

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Notetaking Supports-Advanced Access to Lecture Slides

If providing lecture slides to the class, instructor must provide a copy to the student prior to the start of class. DRC recommends students speak with their instructor ahead of time to arrange how and when lecture slides will be provided. 

To utilize this accommodation, the student submits an Accommodation Request through myDRC, selecting Advanced Access to Lecture for each class in which it's needed. Their instructor will then be notified that the student has permission to utilize the requested accommodation. Students who have any questions or concerns about use of this accommodation should contact DRC immediately.

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Notetaking Supports-Laptop Use

Student may use a personal laptop solely for notetaking and in-class writing purposes as an exception to course policies restricting use of laptops in the classroom.

To utilize this accommodation, the student submits an Accommodation Request through myDRC, selecting Laptop Use for each class in which it's needed. Their instructor will then be notified that the student has permission to use their laptop in class.

Students who have any questions or concerns about use of this accommodation should contact DRC immediately.

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Notetaking Services

Notetaking Services are intended for students who have a barrier to taking their own notes. Students receive a copy of class notes from a peer or professional notetaker.

To utilize the Notetaking Services accommodation, the student submits an Accommodation Request through myDRC, selecting Notetaking Services for each class in which it's needed. Students will receive an email from DRC Notetaking Services staff to confirm and request course specifics (such as Zoom links). Once the student confirms, DRC will proceed with recruiting and arranging a notetaker.

Instructors will be asked to assist in recruitment of peer notetakers for face-to-face and hybrid classes.  In case a notetaker cannot be found a notetaking technology maybe used. DRC will contact and work with the student if this is alternative is needed.

Please keep in mind, the recruitment process may take sometime so it is recommended to request the notetaking accommodation early, and promptly respond to DRC inquiries.

DRC will notify the student once a notetaker has been recruited and is able to start work. Email notifications will be sent when notes are available. Students who have any questions or concerns about their notetaker should contact DRC immediately for technical assistance or to explore other options available.

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Priority Registration

The purpose of Priority Registration is to ensure students with disabilities have equal access to academic courses.  Only a small percentage of students are eligible for Priority Registration.  DRC strives to approve this accommodation to students with documented and justifiable needs.

Eligibility for Priority Registration

To be eligible to receive priority registration, the student must be registered with the DRC and have a disability-related need which meets one or more of the following criteria:

  • The student’s approved accommodations require significant time for DRC staff to coordinate (interpreting, captioning, alternate format conversion, etc.); and/or
  • The student has extraordinary class scheduling needs due to health restrictions and/or medical treatment (such as chemotherapy, renal dialysis, etc.).

Please note: Student’s eligibility for Priority Registration may be withdrawn due to a change in disability status or if it is not used for the reason it was approved. Frequent schedule changes will disrupt interpreting/captioning services and may delay services the first two weeks of classes.  

How to Request Consideration for Priority Registration

Students who believe they are eligible based on the above criteria, should discuss their request with their DRC Access Specialist.  Eligibility is based upon appropriate documentation of the disability need.  DRC determines eligibility for Priority Registration for students with disabilities.

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Service Animals and Emotional Support Animals

Important Definitions

  • Service Animal: A dog or miniature horse animal individually and specially trained to work directly and/or perform tasks for the benefit and to accommodate the functional needs of a person with a disability. 
  • Service-dog-in-training: is a dog tagged as a service dog in training by identification issued by the county clerk or animal control department and accompanied by a handler, duly licensed or authorized to train service dogs. Notwithstanding any other provisions of this policy, a service-dog-in-training must be leashed and properly tagged at all times. 
  • Emotional Support Animal: An emotional support animal (ESA) is a companion animal that provides therapeutic benefit, such as alleviating or mitigating some symptoms of the disability, to an individual with a mental or psychiatric disability. 
  • Handler: an individual who is the owner and user of a service animal or emotional support animal, or the person bringing an animal on University property. 

Service Animals

A service animal is a dog (or miniature horse) trained to do work or perform tasks for the benefit of an individual with a disability.  Individuals with service animals are entitled to the same access as their peers. Service animals are welcomed on University property such as classrooms and housing. It is encouraged that individuals who have service animals reach out to the DRC if they are needed inside unique spaces such as: laboratories, agriculture settings, etc.  

If the service animal’s purpose is apparent (e.g., a guide dog for an individual without sight), you should not ask the individual using the animal any questions about the use of the animal.  You may discuss issues surrounding the use of the animal, such as seating of or breaks for the animal.  If it is not clear that an animal is needed for a disability, you may only ask two questions of an individual with a service animal: 

  1. Is the animal required because of disability? 
  2. What work or task has the animal been trained to perform? 

Questions concerning a service animal should be directed to the Disability Resource Center. No student or employee should be required to disclose his/her disability in order to work or study at the University. If the animal poses a threat or a disturbance to the campus community, the University has the right to remove the animal from campus.  

Requirements for Service Animals

  1. The animal must be under the control of the individual using the animal.
  2. If the animal displays out of control behavior (i.e. aggressive or disruptive behavior such as uncontrolled barking), the individual using the animal must attempt to get the animal under control. If unable to do so, then you may inform the individual that the service animal must be removed from the room or activity.
  3. The animal must be “housebroken” and the individual using the animal is responsible for cleaning up after the animal.

Emotional Support Animals

Emotional Support Animals (ESA), sometimes called assistance, therapy, support or comfort animals, are not recognized by the American with Disabilities Act (ADA) as Service Animals.  Such animals must follow the general policies regarding animals on campus unless they are service animals.   The right to have an emotional support animal (ESA) in and around University Housing facilities is based upon establishing that the use of the animal is a reasonable and necessary accommodation. Animals that pose health risks from diseases or safety concerns generally will not be approved.  Once approved, Emotional Support Animals are only allowed on University housing premises. ESA’s are not allowed inside classrooms, laboratories, and other spaces around campus. Students are only allowed one emotional support animal while living on campus. ESA requests will be approved on a case by case basis. If the animal poses a threat or a disturbance to the campus community, the University has the right to remove the animal from campus.  

Below are criteria specifically for ESA dogs and cats. All other ESA animal requests will be approved on a case-by-case basis.

Animal Behavior

  1. Dangerous, poisonous, and/or illegal animals are not permitted.
  2. The approved Emotional Support Animal must be contained within the private residential unit at all times, except when transported outside the apartment in an animal carrier or controlled by leash or harness. An ESA should always be under the owner’s control when outside of the residential unit.

Animal Health and Well-Being

  1. Emotional Support Animals must have all veterinarian recommended vaccinations to maintain the animal’s health and prevent contagious diseases. Documentation of vaccinations is due at time of submission to University Housing Services (UHS). Cal Poly Pomona reserves the right to request an updated verification at any time during the animal’s residency.
  2. If state or local licenses are required for the Emotional Support Animal, they must be obtained and kept current in compliance with the local jurisdiction (i.e., dog license) requirements.
  3. All Emotional Support Animals, if taken outside a unit, must wear identification tags with home address/telephone number and, if applicable, vaccination information.
  4. All Emotional Support Animals must be housed in acceptable conditions within the residential area (i.e.: appropriately sized crate/carrier, ability to move freely through the residential area, etc.)
  5. An emotional support animal must have current vaccinations, be under control and be maintained in a manner that considers the health and hygiene of the animal and those who come in contact with the animal. Dogs and cats, for example, must be housebroken and well-groomed.
  6. All Emotional Support Animals must be treated humanely. If mistreatment is reported, the student will be reported.

Animal Cleanliness

Owners are responsible for properly containing and disposing of all animal fecal waste.

  1. Indoor Emotional Support Animal waste, such as cat litter, must be placed in a sturdy plastic bag and tied securely before being transported to outside trash dumpsters. Litter boxes should be placed on mats so that feces and urine are not tracked onto carpeted surfaces. Litter boxes must be in owner's bed space area of the unit.
  2. Outdoor services animal waste, such as dog feces, must be immediately retrieved by owner, placed in a plastic bag, and securely tied before being disposed of in outside trash dumpsters.

Charges for Damages:

Students with an approved ESA may be charged for damages caused by their animal. If the ESA causes unreasonable damages, the student will be charged a damage fee to be estimated by University housing.

Process for Use of an Emotional Support Animal

Emotional Support Animals are not permitted on campus until the accommodation request has been made and approved by the Disability Resource Center. Students found with unauthorized animals in residence halls will be subject to sanctions under the Student Code of Conduct. To request living on campus with an emotional support animal please review the process below:

  1. Student follows DRC Registration Procedures (please refer to DRC Registration).
  2. Student must have their qualified health care provider complete our ESA Support Animal Request Form (PDF). Once the form is completed the student must submit directly to the DRC.
  3. Student engages in the interactive process with the DRC to determine eligibility for use of the requested accommodation.
  4. If the accommodation is approved, the DRC notifies the student and University Housing Services or University Village of the accommodation determination.
    1. Please note that the student must consult directly with the roommate(s) to confirm if they agree to live with the ESA. If the roommate(s) does not agree to live with the ESA, the student with the ESA will be reassigned to a different living space.
    2. Student must also provide proof of vaccination, proof of spayed/neutered documents, and a picture of the animal. Student will also be required to complete an ESA housing contract.

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Test Accommodations

Test accommodations provide the student with a disability the opportunity to demonstrate their knowledge of course material on an equal basis with their non-disabled peers. The accommodations intend to ensure that the examination process accurately measures the student’s knowledge and abilities in a specific subject matter rather than reflecting limitations due to disability. Test accommodations apply to quizzes, pop quizzes, exams, tests and final exams.

The DRC works in partnership with the instructor to ensure that a student’s accommodative needs are met. Instructors are expected to provide all test accommodations as approved by the DRC. However, if the instructor is unable to accommodate the student, the student should submit a test request and DRC will administer the test on the instructor’s behalf. 

In the case that DRC is unable to proctor in-person test for reasons related to COVID-19, professors will be responsible for providing testing accommodations. DRC will notify instructors if our testing facilities are closed, and will be available to provide virtual assistance upon request. 

  • Process for use of Test Accommodations
  • Test Format
  • DRC Proctored Test
    • Submitting Test Requests
    • Scheduling Test
    • Scheduling Final Tests
  • Student Expectations
    • Test Day with DRC
    • Procedures
  • Instructor Role 
    • Notification of Test Accommodations
    • Remote Test
    • Nonstandard Test
    • myDRC Instructor Portal
    • Test Materials for DRC Proctoring

Process for Use of Test Accommodations

  1. DRC student submits an Accommodation Request through myDRC, selects Test Accommodations for each class in which they’re needed. This will request all test accommodations for which the student is eligible.
  2. DRC emails a Notification of Accommodation to each instructor about two weeks prior to the term, or within one business day for subsequent requests.
  3. DRC student confirms with instructor that they will provide test accommodations.
  4. If instructor is unable to provide test accommodations, student must submit a test request through myDRC.

Students are responsible for making advance arrangements to use their testing accommodations. This begins with requesting accommodations for specific test with sufficient notice to their instructor or DRC. This allows preparation time for the instructor to provide accommodations; or allows coordination time for the DRC to proctor on the instructor’s behalf.

Test Format

In-person tests (physical or electronic format exam) are those which are administered and proctored in an in-person classroom setting. Instructors are expected to provide test accommodations for in-person tests. If the instructor is unable to provide accommodations for in-person test, DRC will proctor the test on the instructor's behalf. Student must submit a test request through myDRC for DRC to proctor.

Remote tests are those which are given outside of the classroom and are not administered in-person. All students in the class are expected to provide their own equipment and identify their own location to take the test.  Instructors are expected to provide the testing accommodations for remote tests, including setting up extended time allowances in testing platforms such as Canvas. Students are strongly encouraged to remind their instructor to a apply their extended time before each test. If use of extended time would overlap with another class, the student must contact the instructor prior to the day of the test to discuss an alternate start time. 

  • For remote tests that the instructor proctors: If the instructor is unable to provide test accommodations, DRC will proctor the test on the instructor's behalf. Student must submit an test request through myDRC for DRC to proctor the test. 
  • For asynchronous and/or non-proctored remote tests: DRC does not provide proctoring services. However, DRC is available to assist the student or instructor in setting up accommodations for non-proctored test. 

Submitting Test Requests

DRC students must submit test requests 5 business days before the class takes the test. Finals week exams must be requested by the Monday of the 14th week of the semester. If a test is requested less than 5 business days’ notice, DRC cannot guarantee that testing accommodations can be provided.

  1. DRC Student schedules test through myDRC. For more information on scheduling guidelines read the Scheduling Tests and Scheduling Final Exams sections below.
  2. DRC reviews the request and approves the scheduled test or sends the student a request to reschedule. 
  3. When approved, notification is sent to the student and instructor. The notification will include date and time. 
  4. DRC emails the instructor to obtain instructions and a copy of the test.  
  5. Upon completion, DRC facilitates the return of the test to the instructor if applicable. 

Test Scheduling Guidelines

The scheduled test time must overlap with when the class is taking the test, with the following exceptions:

  • The class test time is outside of DRC office hours; 
  • The extended time would overlap with student’s other classes or tests; 
  • The student is approved for make-up exams as an accommodation and has established an agreement with the instructor detailing the expectations for make-up exams, and the requested exam time complies with that agreement. 
If one of the exceptions applies, students must schedule their test as reasonably close to when the class is taking the test as possible and indicate the reason for the schedule adjustment in "Additional Notes” box of the test request. Upon reviewing the exam request, DRC staff may contact the student to confirm that the test request complies with the above guidelines, and/or send the student a reschedule notification so that it complies with the above guidelines. Students are responsible for replying to inquiries and reschedule notices within a reasonable amount of time to allow for coordination of accommodations with the instructor.

Scheduling Finals Exam

Students who wish to take their final exams with DRC must submit their Final Exam Requests through myDRC no later than 5pm on the Monday of the 14th week of the term. Students may submit Final Exam Requests as early as the first week of classes and are encouraged to do so. 

Due to the high volume of exams administered during finals week, students are limited to scheduling their exams at one of the start times listed below. The student must choose the start time that corresponds closest to the actual time of the class exam time, using the chart below for guidance. If the student is requesting a different date or time, they must include the reason in the comments section of the request before DRC will process the request.

  • Class Final Start Time: 7:00am to 9:00am then DRC Final Start Time: 8:00am
  • Class Final Start Time: 11:00am to 1:00pm then DRC Final Start Time: 12:00pm
  • Class Final Start Time: 3:00pm to 9:00pm then DRC Final Start Time: Monday -Thursday 4:00pm; Friday 12:00pm

Student Expectations

Test Day at the DRC

Students should arrive on time, at the correct testing location (98C-P2-004 or 9-103) and be ready to take their test at the scheduled time. It is recommended that students arrive ten minutes before each scheduled test. Before checking in for the test, students should turn off their cell phones and stow all materials except those needed for the test. Food and drink (except for water) and personal electronic devices (including smart watches) are not permitted in the test area. If students need headphones they need to bring their own wired headphones (Bluetooth not permitted).  

Additional time will not be added for late arrivals or for students who do not finish within their allotted time. Both DRC and the student share the responsibility of monitoring the end time of test.  

If a test is not at DRC when the student is scheduled to start and the request was submitted more than 5 business days in advance, DRC is expected to make a reasonable effort to contact the instructor.  If the test cannot be obtained, the student determines a revised date, as reasonably close to the original test date as possible. DRC will email the instructor to communicate the revised test date and to obtain the test materials. If a test is not at the DRC when the student is scheduled to start a test and the request was submitted with less than 5 business days' notice, the DRC student will be expected to take the test with class.

Procedures

  1. Students checks in for their test.
  2. The student reads the test instructions from the instructor, including time and materials allowed (i.e. note card, calculator). The student will be responsible for following the test instructions at all times. DRC can provide clarification if there are specific questions.
  3. Students will be assigned a test space prior to entering the testing area. Students are not permitted to choose or change their test space once it has been designated.
  4. Lockers are provided for storage of personal belongings. The only items allowed in the testing room are approved testing materials.
  5. Once a test has begun a student may not return to the locker, unless accompanied by DRC staff.
  6. Students are not permitted to leave the test area once the test has begun. Use of the restroom is permitted; however, the test time-clock does not stop unless the student has breaks as an approved accommodation. The student must bring their test to the front desk and tell DRC staff before leaving the testing area. If students are gone for longer than five minutes, DRC will notify the instructor for test security purposes.  
  7. The student must inform DRC staff immediately if they are unclear about test instructions or have concerns about the test environment/conditions. DRC staff will attempt to contact the instructor for clarification about specific questions.
  8. When the test time is up, the student will stop and return the test materials to DRC staff.

Instructor Role

The DRC works in partnership with the instructor to ensure that a student’s accommodative needs are met. Instructors are expected to provide all test accommodations as approved by the DRC. DRC will proctor tests on behalf of the instructor when any of the following apply: 1) the instructor prefers that DRC proctor accommodated tests on their behalf; or 2) the instructor is unable to provide all of the testing accommodations to which the student is entitled.

If the instructor proctors tests, the instructor must be able to provide all of the student’s requested accommodations. Instructors can see the full list of their students’ eligible testing accommodations on the notification email they receive or through the myDRC Instructor Portal.

If a DRC student contacts an instructor to arrange the use of their accommodations, the instructor should not deny accommodations or pressure student not to use accommodations, the instructor should refer student to schedule the test with the DRC.

Notification of Test Accommodations

Depending on disability-related needs, the student may choose whether or not to use accommodations in each class and for each test.  The student will initiate the use of their approved accommodations through myDRC. Once accommodations have been requested, a Faculty Notification Letter will be emailed to the instructor.  The subject of the email will read “Faculty Notification of Accommodations”, and the student’s approved test accommodations will be listed.  Information on the notification letter should be reviewed, and questions directed to the Testing Coordinator at drctesting@cpp.edu.

DRC testing accommodations are individually determined for each student. Instructors should not allow additional flexibility (i.e., additional time, make-up exams, alternate test, alternate scheduling) for DRC students beyond what DRC has determined is appropriate unless similar opportunities are provided to non-disabled students in the class.

To ensure equity around testing, all test requests must adhere to the scheduling guidelines above. DRC has established the scheduling guidelines to ensure that students with disabilities: 1) are able to utilize their DRC-approved accommodations; and 2) are not receiving accommodations beyond those which are approved by DRC (i.e., additional opportunities for make-up test that the rest of the class does not have).

In Person Tests

In-person tests (physical or electronic format exam) are those which are administered and proctored in an in-person classroom setting. Instructors are expected to provide test accommodations for in-person tests. If the instructor is unable to provide test accommodations for in-person tests, DRC will proctor the test on the instructor's behalf. Student must submit a test request through myDRC for DRC to proctor the test.

Remote Tests

Instructors are expected to provide the extended time for remote tests. Upon receipt of the Notification of Accommodations, instructors should assume the student will elect to use their extended time and adjust the time accordingly. Students are strongly encouraged to remind their instructor to adjust their test time accordingly before each test but are not required to do so. If use of the extended time would overlap with another class, the student must contact the instructor prior to the day of the test to discuss an alternate start time.  

Instructions for how to extend time in Canvas can be found in Faculty Accommodation Resources.

Nonstandard Tests

Instructors are expected to provide all test accommodations for DRC students if they choose to administer pop quizzes in their class. If the instructor is unable to provide accommodations for pop quizzes, they are responsible for contacting DRC at least 2 business days before a quiz to arrange for the DRC to administer the pop quiz.

myDRC Instructor Online Portal

Instructors will need to use the myDRC Instructor Portal. While email reminders and notifications will continue to be sent, the instructor portal provides similar information in a centralized location. The portal allows instructors to:  

  • View all DRC students in instructor’s class(es) and their requested accommodations  
  • View all approved student exam requests  
  • Upload one copy of an exam to be administered to multiple DRC students 
  • Provide instructions for DRC to administer exams on behalf of the instructor 
  • Download completed student exams

Instructors may review this myDRC Instructor Portal Tutorial for further information or contact DRC for assistance.

DRC Proctored Tests

Scheduling

Instructors should note that DRC must rely on the student to provide accurate information about when their class is taking the test. Once DRC has approved a test request, the instructor will receive a notice an test is scheduled. It is the instructor’s responsibility to review the scheduled test and verify that that the day/time is appropriate.

If the instructor is concerned the test may not comply with DRC scheduling guidelines (above), or instructor's make-up policy, the instructor should reply to the notification email and explain why they think the test may not have been appropriately scheduled. DRC staff will review and either confirm with the instructor that the test was scheduled appropriately or contact the student to reschedule in accordance with DRC guidelines.

Test Materials and Instructions

The instructor will receive email notification of a test request after it has been reviewed and approved by DRC staff. The instructor should review the request via the notification email or through the myDRC Instructor portal to verify that the date and time are correct and let DRC know as soon as possible if there are any questions.  

To ensure proper administration, the instructor should provide all tests and instructions to the DRC two business days in advance of the scheduled test. DRC will send a courtesy reminder email two business days prior to the scheduled date.  

The instructor should provide the same test administered to the class. If there are corrections, clarifications, and/or additional information shared with the class during the administration of the test, the instructor should promptly relay that information to the DRC (x3333 or drctesting@cpp.edu) for us to share with students taking the same test.  

The instructor can use the following methods to submit test materials to DRC:

  • Via secure upload to DRC through myDRC Instructor Portal (preferred)
  • Via secure upload to DRC using the link provided in the reminder email (preferred)

If there are multiple students from the same class section taking an test, DRC will assume that all students are taking the same version of the test unless instructed otherwise by the course instructor. 

If a test has not been provided to DRC by the time the student is scheduled to start, DRC staff will make a reasonable effort to contact the instructor. If the test cannot be obtained, DRC will reschedule the test as reasonably close to the original test date as possible. DRC will email the instructor to communicate the revised test date and to obtain the test materials.

DRC will return of the completed test materials through the Instructor Portal. Instructors can use a secure method to download completed tests.

Additional Information for Testing Accommodations 

Calculating the Total Test Time

Students must schedule their test with consideration of the total testing time including the extended time. Students should speak with their instructor to verify the standard time for the test if it is not announced ahead of time.

The following formula may be used in calculating the total testing time:

Formula:  Class time in minutes x accommodation amount = extended time (round up to nearest five-minute increment)

Example #1: Exam is 30 minutes.  Student approved for 1.5x

30 x 1.5 = 45 [Student will receive 45 minutes]

Example #2: Exam is 1 hour, 15 minutes.  Approved for 1.5x

75 x 1.5 = 112.5 [Student will receive 115 minutes or 1 hour and 55 minutes]

Math Formula Sheets and Memory Aids

Math formula sheets and memory aids are intended to assist with memory recall and not intended to directly answer exam questions. Students approved for this accommodation must present the formula sheet or memory aid to the instructor for approval before the student can use it. A copy of the formula sheet or memory aid will be returned to the instructor with the completed test. 

Music

Students eligible for the accommodation of music during exams may use Pandora or other online streaming music service. Students testing at the DRC are not permitted to use their own devices, including cellphones or iPods. Students must bring their own wired (not Bluetooth) headphones to use this accommodation.    

Readers

Readers will only read what is on the printed page and cannot be asked to interpret, define, explain, or reword questions.  They may however, repeat information when asked.  Students are responsible for communicating with the reader about their needs for tone, rate, etc. If the student has any concerns about the reader, they should discuss with the Testing Coordinator immediately.  

Scribes

Scribes will write down verbatim what the student dictates. The scribe is not responsible for organizing or paraphrasing the student’s words, or for correcting grammar and punctuation.  The student may request, at any time, to review what the scribe has written, either by reading it or asking the scribe to read it aloud. If the student has any concerns about the scribe, they should discuss with the Testing Coordinator immediately.  

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University Admissions

Applicants with disabilities must follow regular University admission procedures and application deadlines.

Admissions Appeal Process

Students who are denied admissions to the University may appeal such decisions through the Office of Admissions and Outreach Appeals Process. As part of this process, the Office of Admissions and Outreach requires applicants to submit an appeals package. Supporting documentation that verifies a disability should be sent to the Office of Admissions and Outreach.

Please note that, while DRC can verify disability status and submit recommendations in support of an applicant’s appeal, the final decision will be made by the University’s Admissions Appeal Committee.

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