Policies and Procedures
Exceptions to Attendance Policies
Request accommodation for attendance and/or make-up work: Attendance/Make-Up Worksheets
Each student, regardless of any disability, is responsible for fulfilling the essential requirements of any course. More often than not, attendance is an essential requirement.
The Office of Civil Rights has developed the following guidelines for determining whether or not attendance is an essential requirement of a given course:Is there classroom interaction between the instructor and students, and among students?
Do student contributions constitute a significant component of the learning process?
Does the fundamental nature of the course rely upon student participation as an essential method for learning?
To what degree does a student's failure to attend constitute a significant loss to the educational experience of other students in the class?
What do the course description and syllabus say?
Which method is used to calculate the final grade?
And what are the classroom practices and policies regarding attendance?
DS is always happy to meet with students to discuss these strategies and others issues related to disabilities and accommodations. However, students who expect attendance to be an ongoing issue may wish to consult with an advisor in their program of study regarding the specific expectations of that program.
This form must be completed by the student and submitted, along with any related documents, to DS, usually at the beginning of the semester. In the case of unexpected, disability related absences, the student should begin discussing make-up assignments (including missed exams) with the instructor immediately AND complete the required forms to apply for an exception to attendance policy through DS as soon as possible.
Once the student has submitted the exception to attendance policy forms, DS will consult with the instructor for each course to help determine the degree to which absences should be excused due to a disability. The student will be contacted by DS, usually within no more than a week, to review the request. In some cases, it may be necessary to negotiate further with an instructor or a department head to reach a final decision on certain requests. If necessary, DS will explain why the student’s request could not be approved and discuss alternative solutions. The student will also be advised of appropriate procedures to appeal such a decision. In most cases, an appropriate and reasonable number of absences are determined and agreed upon by all parties. The form is completed and the resulting attendance plan is signed by the instructor, the student, and an DS staff member. This document is essentially a contract which clearly defines the instructor’s expectations and provides a detailed plan for the student to complete missing assignments and make-up exams.
Communicate with the instructor to coordinate make-up work. While some flexibility in deadlines may be possible, the student should make every effort to complete all work on time as planned.
Obtain copies of lecture notes and other materials from missed classes. In some cases, materials may be acquired from the instructor. Students are strongly encouraged to work with other students in class to acquire copies of lecture notes as need. DS will not provide note-takes for students who are absent.
Recognize that missing class, regardless of any accommodation provided, will likely have negative consequences on academic performance. In-class discussions and experiential learning are essential to most courses. For this reason and others, every effort should always be made to attend class.
When contacted by a student regarding assignments, exams, and make-up work, please respond as soon as reasonably possible. Instructors should also be very clear regarding deadlines and dates.
Provide copies of lectures notes or other instructional materials when possible. Even though it is their responsibility to do so, students will not always be able to acquire notes from other students in class.
Discuss your expectations for the course with the student, emphasizing the learning objectives as detailed in the syllabus. Pay extra attention to any material that will not be possible to make-up.
Avoid being unnecessarily punitive when grading make-up assignments. While some scoring penalties may be appropriate for late work, please apply such penalties according to the agreed upon attendance plan.
Some academic programs or majors are less amenable to allowing exceptions to attendance policies than others. In some courses, exceptions are not possible at all, for a variety of different reasons as noted above. There are a number of strategies students can use to avoid attendance problems in general.Reduced course load Balanced schedules Improved study skills Online courses
- A Copy of the Course Syllabus (or a complete explanation of the course attendance policy as the student understands it to be)
- Dates (or date range) of missed classes
- A full list of missing assignments (or assignments which could be missed/turned in late) as well as the dates these assignments were initially due
- The students plan for making up missed work, exams, etc. including specific dates when make-up work will be completed
- Supporting documentation (when available) detailing the circumstances of each absence
In light of these guidelines, it is reasonable to expect that some courses will have stricter attendance policies than others while some course may have no attendance requirement at all. It is also reasonable to anticipate that students will, on occasion, miss one or more class periods due to issues related to a disability.
In most cases, attendance is critical to a student's mastery of the knowledge and/or skills that are taught in a specific course; for this reason, students are expected to follow the attendance policy established by the instructor in each class. If, however, a student believes it may not be possible to abide by the attendance policy of any course due to issues related to a disability, the student should contact Disability Services (prior to the beginning of the semester when possible) to discuss any foreseeable attendance issues. Disability Services will work with the student and instructor (or the department chair or other appropriate administrator) to determine appropriate exceptions to the course’s attendance policy where necessary. As with all disability accommodations, these exceptions are determined on an individual, case-by-case basis. Please note that every accommodation-including any related to attendance-may not be appropriate for every course. Exceptions to attendance policies are not open-ended; the number of additional absences a student may receive as a reasonable accommodation will be determined on a case-by-case basis depending upon the degree to which class attendance is an essential requirement of the specific course. For some course, additional absences are not reasonable and cannot be authorized under any circumstances. In those instances where attendance policy exceptions are approved, absences must still be within reason; unlimited absences are never permitted.
Disability Services Procedures
Disability Services has a specific process for requesting and documenting any exception to attendance policy for any course. The necessary forms may be downloaded from this site or picked up at the DS office. DS staff are available to explain this process and assist with the forms where needed.
In each course for which the student is requesting either excused absences or extended time for assignments due a disability issue, the following information will be required:Student Information (Name, Contact Information)
Course Information (Course Number/Name, Instructor, etc)
Denials & Appeals
Resolving Accommodation Requests
Disability Services (DS) will make every possible effort to accommodate each disabled student’s needs. In many cases, the reason DS cannot authorize a specific accommodation is due to insufficient documentation. DS is always happy to reconsider accommodation requests when a student provides additional documentation. In fact, it is our policy to give the student an opportunity to provide such documentation before officially denying any accommodation request.
Denying Accommodation Requests
If a student is unable or unwilling to provide additional documentation as evidence that the requested accommodation is both appropriate and reasonable, DS will evaluate the accommodation request based upon available documentation and issue a final decision. Whenever an accommodation request is denied, a letter from the Director of Disability Services will be provided to the student (either in person or by mail). A copy of this letter will be given to WSU’s ADA Coordinator and to the Risk Management Division of the State of Utah. At the discretion of the Director, copies may also be provided to University Counsel and/or the Dean of Students.
In accordance with WSU policy (PPM 3-34), a student may appeal DS decision not to grant an accommodation to the ADA Coordinator. Any request for appeal forwarded to the ADA Coordinator should:
- Include the requesting individual's name and address;
- Include the nature and extent of the individual's disability;
- Describe the requested accommodation in sufficient detail to determine its appropriateness; and
- Be signed by the requesting individual or by his/her legal representative.
The ADA Coordinator shall investigate each request, including communicating with the requesting individual or her/his representative to better understand the request and discuss possible accommodations. Within 15 working days after receiving the appeal request, the ADA Coordinator shall issue a decision, outlining in writing (or appropriate alternative format) stating what action, if any, shall be taken on the appeal. If a decision cannot be reached with 15 working days, the requesting individual will be notified why the decision is being delayed and how much additional time will be needed.
The ADA Coordinator for WSU
Executive Director of Equal Opportunity/Affirmative Action
1022 University Circle
Ogden, UT 84408-1022
Quantitative Literacy Substitutions
Please Note: The following procedures apply only to students who are requesting a substitution for the Quantitative Literacy requirement due to a disability.
→ Important: All students requesting substitution due to a disability must register with Disability Services. Requests for substitutions based upon disability are evaluated as requests for accommodations and subject to the same policies and procedures as any other accommodation request. Eligibility for accommodations must be assessed before a substitution can even be considered.
Contact our advisors for deadlines to submit requests. firstname.lastname@example.org
QL Substitution Process
→Register with Disability Services
Students requesting a substitution for Quantitative Literacy (QL) due to a disability must submit the request in writing to the office of Disability Services on the Ogden Campus (Student Services, Room 181). Documentation of a disability must be provided to the office before any course substitution can be considered.
→Prepare Your Request: The following should all be completed or gathered before submitting your substitution request to Disability Services:
- Put the Request in Writing: Prepare a detailed explanation stating why the substitution is necessary. In most cases, one page (or less) is sufficient and the request should never be more than two pages maximum. Include in this statement a description of any impact the disability has on your ability to be successful in college level math. Provide any information which is relevant to the request, including issues which may not be related specifically to any disability.
- Gather Required Materials: In addition to the written request, the following materials are also required:
- Math placement letter/report (ACT scores are acceptable);
- WSU transcript;
- If existing documentation is insufficient to identify or determine any math related limitations, Disability Services may required additional disability documentation.
- Gather Supporting Materials: This may include but is not limited to any of the following:
- Letters from tutors, instructors, or therapists;
- High school transcripts;
- Transcripts from other colleges, universities, or trade schools;
- Math test results;
- History of prior substitution(s).
→"Good Faith" Effort
The Substitution Committee will evaluate a number of factors when considering your request. These include your disability information and record with Disability Services, as well as your academic standing and progress. The third factor will be any effort you have already made to complete the QL requirement, or your "good faith" effort.
Good faith effort is usually demonstrated in one of two ways.
- Provide evidence of any effort you have made to date to complete the QL requirement. Such evidence can include:
- Transcripts showing that multiple attempts have been made to complete math classes at WSU (or other institutions). These courses must appear on your transcript. Courses with UW, W, or I grades are not considered "completed" and do not adequately demonstrate effort.
- Record of your time spent with a tutor or working in the Math Lab (or HUB). Note that you must be logged in at the Lab in order for any record to be generated.
- Statements from instructors or tutors supporting your assertion that every effort was made to complete your math course and receive assistance.
- Register with Disability Services and participate in a customized QL Support Program. Disability Services will refer you to Developmental Math/Tutoring for one-on-one advisement and support. Your level of participation and commitment to this program will go a long way toward supporting any request for a QL substitution. Under some circumstances, if your initial request has been denied, you may be asked to participate in this program.
NOTE: Students who assert that this requirement is unreasonable due to the type and/or severity of the disability must include a statement to that effect in the substitution request. Disability Services may require additional documentation or evidence to support this assertion.
→Submit Your Request to Disability Services:
Your request for a substitution of the Quantitative Literacy Requirement for General Education can now be submitted to Disability Services.
Submit QL Substitution Request to Disability Services: The written request for substitution, transcripts, placement results, and all support materials must be submitted to the Director (or Associate Director) of Disability Services. If disability documentation is not already on file, the substitution request cannot be considered until the student has provided the necessary documentation and registered with Disability Services. The request should be submitted at least two weeks prior to the next meeting of the QL Substitution Committee (scheduled meetings will be posted to this website). In general, this committee will meet in late October and the middle of April each year and no more than once per semester.
If granted, the substitution applies only to the QL General Education requirement. The substitution will not apply to any prerequisites or other requirements of any course, program, or degree beyond QL/General Education for WSU.
Wait 15 Days for Committee Decision: Approximately two weeks after the committee meets each semester, the student should receive a written notice of the committee's decision along with a pre-approved list of available substitution courses. If the substitution request is approved by the QL Substitution Committee, the committee will provide a list of pre-approved courses which may be applied as substitutions for the QL requirement.
Complete All Substitution Courses: Depending on courses previously completed, grades received, and current math placement/course level, the student will be asked to select as many as three (3) individual substitution courses. The student must select from the list of pre-approved options and submit the identified classes to the Math Department. Previously completed courses may be considered for substitutions. Students will have at least one year to complete necessary substitution courses. If more than one year is needed, students may request an extension through Disability Services.
Notify the Math Department: Upon completion of the courses, the student should contact the Mathematics department to have the QL approval applied to the student’s academic record and General Education requirements. It is important to remember at this time that the substitution applies ONLY to the QL requirements for General Education and for no other pre-requisite or major or minor courses.
If a request for a substitution is denied, students may appeal the decision to the office of the ADA Coordinator.
Additional Support & Information
Requesting Accommodations from Disability Services
Requesting Textbooks & Alternative Formats
Disability Services can provide textbooks in alternative formats for qualified students. The process outlined below is designed to conform to relevant copyright laws and various textbook publisher rules/guidelines.
Procedure for Requesting Books In Alternative Format
- The student must be registered with Disability Services (DS) and qualified to receive books in alternative format.
- The student must be registered for the current semester. Along with the DS request form (which may be acquired from our office), proof of purchase of materials must be shown for all books requested. A current semester schedule must be attached to each request. Please note: DS cannot start processing any book request(s) until the student has provided proof of purchase of any book(s) being requested in an alternative format.
- The student must make sure all request forms are filled out completely and accurately. Failure to do so may delay the student’s initial request.
- In most cases, students who have previously established eligibility for books in alternative format will receive a letter from DS reminding them that book requests are due and informing them of the semester deadline for submitting requests. Requests must be turned in by this due date or DS will not be able to guarantee availability for the semester.
- If the book requested is not currently available in alternative formats, the student must provide a copy of the book to be read or scanned. The student will be notified if this is required for one or more of their textbooks. The following procedure is required whenever a textbook (or any other course-related materials) must be read/scanned by DS:
- The student must provide a copy of the materials to be read/scanned. Such items are usually dropped off at the DS office but can also be delivered by mail or FAX.
- Whenever textbooks must be scanned, the binding of the book will be cut and removed. This is required to facilitate the scanning process. Books will be returned with a plastic, spiral binding.
- Expected time required to convert textbooks to alternative formats is up to 6 weeks from the time a request is made. Damaged books may require as much as 8 weeks and DS will not be able to guarantee the accuracy of the converted material.
- In many cases, it is possible for the student to receive portions of the converted text during the scanning process. These arrangements can be made with DS.
- Failure to follow these procedures may result in the delay and/or unavailability of books in alternate formats for the semester.
The student will be notified via phone and/or email to pick up the materials once completed. If a student consistently fails to pick up their materials, DS may discontinue providing the service. Service will resume when student initiates another request using the process above. If a student experiences any problems with the materials provided by DS, the student should contact DS immediately.
When the above procedures are followed, DS will provide the requested books in an alternative format in a timely and efficient manner. While every effort will be made to ensure accuracy, DS uses an automated process to scan most materials and errors may occur. When difficulties do arise, DS will work closely with the student to address their concerns and alleviate any problems with the materials provided.
Scheduling Exam or Quiz With Disability Services
Weber State Policies
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