Contact Us

Have a question about Accessibility Services? Contact us.

Debbie Dimitrovski
Director of Academic & Accessibility Services
107 Bogel Hall
716-649-7900, ext. 260
ddimitrovski@hilbert.edu

PROCEDURES

Testing Accommodations

A student with a disability may be eligible for testing accommodations, determined on an individual basis after reviewing the student interview and supporting documentation.  “Test,” as used in this context, refers to quizzes and examinations taken during the semester, including final exams, in conjunction with an academic class.  The student should discuss his/her specific needs for testing accommodations with the Director and inform the instructor in a timely manner before tests are to be administered.  Testing accommodations are typically administered in the Academic Services Center.  

Testing accommodations may include but are not limited to: extended testing time; a reduced distraction location; use of assistive technologies; alternate format. 

Following are the procedures a student must follow when requesting testing accommodations:

1. After the Director of Academic & Accessibility Services determines eligibility for services the Director will work with the student to determine reasonable accommodations, which may include testing accommodations. 

2. The Director will then prepare a confidential notification form, which outlines testing needs for the student to bring to the instructor.  

3. The student is expected to schedule the test in the Academic Services Center (ASC) for the same time period the rest of the class is taking the test. The testing request form may be filled in and submitted online.

4. The instructor delivers the test either electronically or in person to the ASC with the appropriate proctoring information.

5. After completion, ASC staff will return the test to the instructor’s mailbox.  

 

Note Taking Services

The provision of note taking accommodations is an interactive process involving the student, the Director of Academic & Accessibility Services, and the faculty. Some professors will provide copies of their lecture notes and PowerPoint presentations online. When necessary, the Director will work together with a student and the instructor to make arrangements for class notes. 

In the event that notes are not provided by the instructor and assistive technology is not available, arrangements may be made for an in-class note taker.  Students in need of this accommodation must contact the Director, submit the “Note Taking Accommodations” form for the specific course, and become oriented to the procedures for accessing the requested notes. Students will need to provide a copy of their course syllabus and class schedule to this meeting. Because this service requires advanced planning, it is important that students begin the process for a request as early as possible in the semester. The Director will provide each student with an orientation to the procedures for accessing this online service, answer any ongoing questions, and provide support as needed.

Service Animals

Service animals are animals that have been trained to perform one or more specific functions or activities of daily living for the individual they accompany.  Any animal being used as a service animal must wear a harness or other identifying device so that others on campus know it is a service animal.  The Director of Academic & Accessibility Services should be notified at least two weeks prior to the start of the term of the intent to bring a service animal on campus.  The Director reserves the right to request documentation that the animal has been trained to act as a service animal.

Service animals may enter any class or other activity with the student and the student takes all responsibility for the needs and behavior of the animal.  Animals must be taken outside to relieve themselves, out of the way of vehicular and pedestrian traffic.  Animal waste must be picked up and disposed of properly.

Complaints regarding a service animal that is disruptive or threatening should be made to the Director, who will investigate the complaint.  If the animal is found to be disruptive, the student will be instructed to remove the animal until sufficient training has taken place to bring the animal under control.

A service animal is not to be approached in any way while it is working with a student.  
 

Course Substitution or Modification

Recognizing that the nature and severity of a documented disability may preclude learning in specific courses even with reasonable accommodations, the College will permit the substitution of another course or a modification of the designated course as an accommodation in some instances.  The College will neither waive nor substitute any course or requirement that will fundamentally alter the essential elements of the academic program nor compromise the student’s rights as an individual with a disability. A student who is considering applying for a course substitution or modification is advised to discuss the matter with the Director of Academic & Accessibility Services and his/her Divisional Chairperson.


The following procedures should be followed if a student with a documented disability is applying for a course substitution or modification.  The process should begin as soon as there is strong objective evidence (e.g., previous documented difficulties) that the student will be unable to fulfill the requirement due to his/her disability.

1. The student contacts the Director to review the procedures for a course substitution or modification.

2. The student requests, in writing, a course substitution or modification from the appropriate Divisional Chairperson including the reasons for the request and prior experiences with the subject matter.

3. The student provides the Director with current, relevant, and comprehensive documentation of a disability from a qualified professional.  A complete case history is also required to document the student’s history of problems in the subject area from high school until the date of the request.  This case history should include:
a) The name and description of courses, as well as grades, indicating the student’s attempt(s) to master the subject matter as appropriate;
b) Optional, but recommended: letter(s) from high school and/or college personnel attesting to the student’s effort and diligence in attempting to master the subject matter as appropriate.

The Director will prepare a letter detailing the impact of the student’s disability related functional limitations and how the functional limitations may or may not impact the student’s performance in the course in question.  The Director will provide a copy of the letter to the student’s Divisional Chairperson.

The Divisional Chairperson will review the student’s request for a course substitution or modification and the letter from the Director of Academic & Accessibility Services in consideration of the essential requirements and technical standards of the program in question.  If the requirements for the course are determined to be essential to the program, the Chairperson may deny the student’s request.  If the requirements for the course are determined not to be essential to the program, then the Chairperson may approve the student’s request.  In either case, the Chairperson will forward the student’s request for substitution or modification, the Director of Academic & Accessibility Services letter, and the Chairperson’s justification for his/her decision to the Vice President for Academic Affairs for a final decision.  The Vice President will notify the student of the final decision.  The student has the right to grieve the decision by following the College’s 504/ADA Grievance Procedure.

Any substitution or modification is valid only for the curriculum in which the student is matriculated at the time of the request.  Change of academic program or institution renders the action of substitution or void. 

 

Class Attendance

After the Director of Academic & Accessibility Services determines eligibility for services, the Director will work with the student to determine reasonable accommodations, which may include a flexible class attendance accommodation. 

The College recognizes that class attendance policies are established by academic departments and/or individual instructors and reflect course objectives.  In light of this, a documentation supported request for flexible attendance would require a discussion between the instructor, the student, and the Director to establish guidelines that will neither fundamentally alter the essential elements of the course/program of study, nor compromise the student’s rights as an individual with a disability.  

The following procedures should be followed:

1. Students who receive this accommodation are expected to contact their instructors in advance of an anticipated absence.  For emergencies or unexpected absences, contact should be made as soon as possible.
2. Students are responsible for all work assigned during their absence and for obtaining any class notes.
3. Students are made aware that absences will hurt them academically and that they should make every attempt to attend class.  Special effort must be made to attend class for quizzes, exams, and deadlines for submission of assignments.
4. If, because of their disability, students are absent for an extended period of time, the guidelines established in the original meeting with the instructor and the Director will need to be re-evaluated to reflect the current circumstances.
5. Instructors are encouraged to contact the Director of Academic & Accessibility Services if they believe that disability related absences have become excessive. 
6. As with all accommodations, the flexible attendance policy is administered to qualified students on a case-by-case, course-by-course basis.

 

Interpreter Services

Students with a documented hearing loss on file with the Director of Academic & Accessibility Services may be eligible for interpreter services with a qualified interpreter at no cost to the student.  Services are provided for all academic courses and course-related activities such as internships and co-curricular activities.  In order to assure the timeliness and quality of services the following procedures must be followed by a student when requesting interpreter services.

1. The student must provide all required documentation, including a current audiogram, to the Director of Academic & Accessibility Services.

2. The student needs to pre-register for classes each semester and is responsible for providing a copy of his/her course schedule to the Director as soon as possible to ensure that arrangements for interpreter services can be made promptly. If a student drops and/or adds a course or alters his/her course schedule in any way he/she must notify the Director in writing as soon as possible so that the adjustments may be made to the interpreters schedule as well. 

3. If a student requires interpreter services for special college sponsored events, meetings or appointments he/she must submit a written request for services which includes the nature of the event, the date, time, location and the approximate length of the event at least 3 days before the class or event is to take place.

4. If a student needs to cancel requested interpreter services he/she must notify the Director of Academic & Accessibility Services at least 48 hours before the class or event is to take place.  A student failing to cancel a request within 48 hours will be considered “absent.” If, for some reason the cancellation notice is not given within the 48 hours required and the student believes there is a valid reason for the absence, he/she must submit to the Director, in writing and within 3 days, the circumstances of the absence.  If the absence is determined to be from good cause it will be excused and the absence removed from the student’s record.  In the event that a student arrives more than 15 minutes late to a scheduled class or event the interpreter will wait for 15 minutes before leaving and the student will be considered absent.  If a student has more than 2 unexcused absences in a semester the student risks the loss of interpreter services for that semester. To reinstate services the student must meet with the Director.
 

Housing Accommodations

Students living on campus may request special housing accommodations as necessary. All requests for housing accommodations should be made to the Director of Academic & Accessibility Services. 

How to request housing accommodations:
1) Meet with the Director of Academic & Accessibility Services to determine eligibility for reasonable accommodations as outlined in the procedures for requesting accommodations.
2) Discuss desired housing accommodations with Director of Academic & Accessibility Services.
3) Obtain and provide the Petition of Housing Accommodation form to your medical provider.
4) Upon receiving the Petition of Housing Accommodation form from the medical provider, the Director will make recommendations of housing accommodations to the Office of Residence Life, and notify student of recommendations. 

Single Room Policy:
When requesting a single room, students should be able to provide proof of medical necessity for the accommodation.  Other requests need to be discussed with the Director of Academic & Accessibility Services.  Single rooms will be provided on a first come first serve basis and priority will be given to students who submit requests by APRIL 15 for the fall semester and by NOVEMBER 15 for the spring semester.

The Director reserves the right to decide what a reasonable accommodation is based on the student’s testimony and the doctor’s recommendation. 

Residence Life holds the right to charge students based on the type of room received.  Students who request a single room will be charged the single room rate.  Students who request a double for themselves and a care attendant will be charged two times the double room rate.  The Office of Residence Life holds the right to change the prices of housing, and grievances about cost should be addressed with Residence Life. 

Please note: Housing accommodations are subject to review each academic year based on the medical provider’s recommendations.