Flexibility Accommodation Processes and Procedures

Flexibility accommodations allow a student to miss class or turn in assignments late without penalty. The need for this type of accommodation must be related to a documented disability.

Students with disability-related access barriers who are requesting accommodations will follow the established process for requesting accommodations:

  1. Completing a New SDC Student Application
  2. Contacting the SDC to set up an appointment
  3. Engaging in the interactive accommodations process
  4. Submitting relevant documentation, as needed.

Definitions

The SDC recognizes that instructors use different terminology to describe components of their courses. For the purpose of these accommodations, we will use the following definitions.

  • Exam/quiz: An assessment that is designed to be completed in one sitting without interruption, and is scheduled to start and end at specific times with a set amount of time in which to complete the assessment.
    • Example: The exam is scheduled from 1:00-1:50, and students have 50 minutes to answer 30 questions.
  • At-home exam/quiz: An assessment for which students have a window of time to start and submit the assessment. Once the exam has been started, it is designed to be completed in one sitting without interruption.
    • Example: students are given seven days to take a 30-minute, 15-question quiz.
  • Assignment/project: An activity or assessment for which students are given a window of time to complete. The activity/assessment does not need to be completed in one sitting and can be worked on as much and as often as the student likes within that window.
    • Example: Students have two weeks to write an essay.
    • Example: Student is given one week to complete a take home exam.

Accommodation Procedures 

If flexibility accommodations are approved the following process will occur:

Deadline Extensions

    1. Students will log on to their SDC Student Portal to send their accommodation letter to their instructor. The accommodation letter will provide details as to how much flexibility needs to be provided to the student regarding assignment deadlines.
    2. The student and instructor need to develop a communication and logistics plan for when the accommodation will be used. Either party can be the one to initiate this dialogue.
    3. When the student needs to use the accommodation, they will inform the instructor of this. This needs to happen within the timeframe of the extension window. Ideally, this should happen prior to the deadline, and there may be disability-related reasons that prevent the student from communicating before the deadline. As long as the student communicates within the extension window, the accommodation needs to be provided.
    4. The instructor will provide the accommodation.
    5. If any questions or concerns arise, the student and/or the instructor will contact the SDC as soon as possible to inform them of the questions or concerns. The SDC staff will assist in answering any questions or resolving any concerns that arise.

Flexibility with Attendance

    1. Students will log on to their SDC Student Portal to send their accommodation letter to their instructor. The accommodation letter will provide details as to how much flexibility needs to be provided to the student regarding assignment deadlines.
    2. The student and instructor need to develop a communication and logistics plan for when the accommodation will be used. Either party can be the one to initiate this dialogue.
    3. The student will inform the instructor when they are using their accommodation. This needs to happen in a reasonable timeframe. Ideally, this communication should occur before class, and there may be disability-related reasons that prevent the student from communicating prior to class. In most cases, the communication needs to occur before the next scheduled class session.
    4. The instructor provides the accommodation.
    5. If any questions or concerns arise, the student and/or the instructor will contact the SDC as soon as possible to inform them of their questions or concerns. The SDC staff will assist in answering any questions or resolving any concerns that arise.

Accommodation Guidelines 

Deadline Extensions

  • Accommodations are only in place from the date on the SDC accommodation letter through the end of the semester. Faculty are not required to provide accommodations retroactively (prior to the date on the SDC Accommodation letter).
  • Any additional flexibility beyond what is listed on the SDC accommodation letter is at the discretion of the instructor.
  • Deadline extension accommodations are only to be used for disability-related reasons. Faculty do not have to provide the accommodation if it is not for disability-related reasons.
  • Students should not be asked to provide documentation for the need to use their accommodations, other than the SDC accommodation letter.
  • Deadline extensions apply to the date the assignment was due. 
    • In instances where the instructor changes the due date to provide more time to the entire class, the extension will apply to the updated due date.
    • In instances where the instructor provides a grace period in which an assignment can be turned in after the due date with out penalty, this grace period is considered part of the extension window. 
      • For example, if an assignment is due on Friday at noon, and students can have until Saturday at noon to turn in the assignment with out penalty; this would sufficiently meet the accommodation of a 1-day deadline extension. If a student had a 2-day deadline extension, the student would be given until Sunday at noon to turn in the assignment without penalty given their accommodation.
  • Deadline extension accommodations do not apply to exams/quizzes that are taken in class or on a scheduled date.
  • For exams/quizzes that are given a window of time to be completed in (e.g. seven days to take or complete an exam) deadline extension accommodations do apply.
  • Deadline extension accommodations do apply to assignments due at the end of the semester. If the extension window extends beyond the end of the semester, the instructor should give the student an incomplete in the course until the end of the extension window.

Flexibility with Attendance

  • Accommodations are only in place from the date on the SDC accommodation letter through the end of the semester. Faculty are not required to provide accommodations retroactively (prior to the date on the SDC Accommodation letter).
  • Any additional flexibility beyond what is listed on the SDC accommodation letter is at the discretion of the instructor.
  • Attendance flexibility accommodations are only to be used for disability-related reasons. Faculty do not have to provide the accommodation if it is not for disability-related reasons.
  • Students should not be asked to provide documentation for the need to use their accommodations, other than the SDC accommodation letter.
  • Students are responsible for making up any in-class work they miss on a day they use their attendance flexibility accommodation. Thus, faculty will need to provide students with the information they miss and/or opportunities to make up any missed in-class work.
  • If a student needs to use this accommodation for an exam/quiz date, the instructor needs to provide the student with an alternate date to take the exam/quiz.

Fundamental Alteration

If a faculty member believes that flexibility accommodations will create a fundamental alteration to the essential objectives of their course, they must engage with SDC’s fundamental alteration process to determine whether this is a fundamental alteration. Until a determination has been made through this process, the accommodation needs to be provided to the student. If it is determined that an accommodation needs to be adjusted, that will be communicated to the student by the SDC.

Accommodation FAQs

The following are frequently asked questions related to flexibility accommodations. The answers provided are general guidance. Given the large amount of nuance that can exist with these accommodations, the answers may not apply to every situation. For more specific guidance, please contact the SDC.

Deadline Extensions`

The student needs to first communicate with the instructor about the need to use their deadline extension accommodation. This communication needs to occur in a timely manner. Ideally before the due date, but no later than the end of the extension period.

Faculty need to work with the student to provide the deadline extension. How this is done is up to the instructor. Examples of how this may be done include but are not limited to the following.

  • Changing the assignment due date on Canvas
  • Re-opening the assignment on Canvas 
  • Asking the student to submit the assignment via email

If the student does not communicate in a timely manner with the instructor about the need to use the accommodation it does not need to be provided.

The student needs to communicate with the instructor about their need to use their accommodation. This communication needs to occur in a timely manner. Ideally before the due date, but no later than the end of the extension period. If the student does not communicate with the instructor in a timely manner, the accommodation does not have to be provided.

Yes, if they would like to. Automatically extending the due date on all assignments is not required. Some faculty prefer to do this to make things easier for both them and the student.

If faculty choose to do this, they should communicate this to the student so that they are aware of this.

Contact a SDC staff member for guidance. There can be a lot of nuance when determining how and when a deadline extension applies. SDC staff can help assess and provide guidance in these situations.

Faculty should contact the SDC to discuss their concerns. In many cases, the SDC will advise faculty to engage in the fundamental alteration process.

No, students with disabilities need to be provided the opportunity to complete all assignments in the course. Excusing an assignment can inequitably impact a student’s grade. Students are expected to complete all of the same assignments as their peers. Excusing an assignment would lower that expectation.

When it comes to group projects, the SDC advises both students and faculty that this is an opportunity to practice collaboration and group communication. The student should communicate with their group members about their accommodation (they do not need to share their disability). As the group is planning the project, they should try to see if it is possible to plan the work out so that the accommodation is not needed.

Ultimately, if the student with the disability needs to use their deadline extension, they need to communicate with both their group and the instructor about it. The instructor needs to provide the extension to the whole group.

Flexibility with Attendance

The student needs to first communicate with the instructor about the absence and inform them that they are using their accommodation. This communication needs to occur in a timely manner. Ideally as soon as possible, but no later than the next scheduled class session.

The student needs to be provided the opportunity to make up any work that they missed. This can be done by allowing them to complete any missed in-class assignments, exams/quizzes, activities, etc. The student needs to make up the missed in-class work in a timely manner.

Additionally, the student needs to be provided access to the information that they missed. Some common ways this has been done include but are not limited to the following.

  • Sharing copies of lecture slides 
  • Meeting with the student during office hours
  • Directing the student to the information in the textbook or other resources
  • Providing lecture recordings if available 

If the student does not communicate with the instructor in a timely manner about the need to use the accommodation, it does not need to be provided.

The student needs to communicate with the instructor and let them know that the absence was disability-related and that they were using their accommodation. This communication needs to occur in a timely manner. Ideally as soon as possible, but no later than the next scheduled class session. If the student does not communicate this need with the instructor in a timely manner, the accommodation does not need to be provided.

Students need to complete any missed in-class assignments, exams/quizzes, activities, etc. in a timely manner.

No, when a student is approved for the accommodation of flexibility with attendance, the accommodation letter serves as documentation to support the student’s absence(s). The student cannot be asked to provide the instructor additional medical documentation.

No, students with disabilities need to be provided the opportunity to complete all assignments, exams/quizzes, activities, etc. in the course. Excusing these can inequitably impact a student’s grade. Students are expected to complete all of the same work as their peers. Excusing work would lower that expectation.

Any absences beyond what is allowed by the accommodation can be treated the same as non-accommodation absences. These absences would follow the course attendance policy.

It depends on the specifics of the class or experience. If possible, the instructor should work to provide the student the ability to make up the lab or experience. If an exact experience cannot be replicated, an alternate equivalent experience may be appropriate.

Faculty can consult with SDC staff for guidance and ideas on how to approach these kinds of situations. If the experience truly cannot be replicated, the SDC encourages faculty to engage in the fundamental alteration process to determine if this accommodation is not reasonable in the course.