Accessible Education Center (AEC) Accommodations Policy

I. Policy

The University of Oregon is committed to the principle that no qualified individual with a disability shall, on the basis of disability, be excluded from participation in or be denied the benefits of the services, programs, or activities of the University, or be subjected to discrimination. As part of this commitment, the University aims to provide reasonable accommodations to qualified individuals as set forth in this Policy.

This policy is in compliance with Title II of the Americans with Disabilities Act (ADA) of 1990 as amended; the Rehabilitation Act of 1973 (P.L. 93-11) and 45 C.F.R. Part 84. The University of Oregon Policy on Academic Accommodations for Students with Disabilities ("this Policy") strictly prohibits discrimination against individuals on the grounds of disability and retaliation against individuals arising in connection with the assertion of rights afforded to them under this Policy (in accordance with UO Policy V.11.02: Prohibited Discrimination and Retaliation).

The University collectively has responsibility to remove barriers impacting access to programs, activities, and services for students with disabilities. It is important to understand the roles and responsibilities that instructors, students, and the Accessible Education Center (AEC) have in the accommodation process. If you have any questions about these responsibilities, please do not hesitate to contact the AEC by phone (541-346-1155) or email (uoaec@uoregon.edu) to gain clarification.

II. Instructor Responsibilities

Instructors have the responsibility to ensure equitable access for students with disabilities by implementing accommodations outlined in the AEC notification letters (refer to the Important Guidelines for Instructors). The University of Oregon has an individualized approach to accommodations, but also strives to create an inclusive learning environment for all students by incorporating principles of Universal Design for Instruction.

Instructors’ Primary Responsibilities:

  1. If a student requests to use their approved accommodations in a class, the instructor will receive a notification letter via email. The notification letter describes accommodations that are reasonable based on the student’s specific disability experience and legal mandates. Instructors must read all notification letters, take appropriate actions, and maintain confidentiality of student information.
  2. Instructors must not refuse or deny reasonable accommodations which have been approved by the AEC. This may subject UO or instructors to liability.
  3. Instructors should only implement disability-related accommodations for students who are registered with the AEC and have those accommodations approved. They should not support informal accommodations unless they would make those adjustments for all students.
  4. Instructors should contact the AEC if they have any questions about a student’s accommodations, or if they believe an approved accommodation might be a fundamental alteration (i.e. lowers academic standards, removes essential skill requirements, or changes core learning outcomes).

Instructors’ Responsibilities Related to Accommodated Testing

  • Instructors can choose to facilitate testing accommodations by proctoring exams themselves, assigning a teaching assistant to proctor in a nearby room, or making other arrangements. If an instructor chooses to proctor their own exams, they are responsible for facilitating testing accommodations outlined in each student’s notification letter. All approved accommodations must be provided. Instructors must complete the testing agreement within one week after they receive a notification letter for a student with testing accommodations, confirming that they will be proctoring the exam themselves.
  • If an instructor would like AEC to proctor their exams, they must: 
    • Complete the testing agreement within one week after they receive a notification letter for a student with testing accommodations.
    • Provide AEC exams in a timely manner.
      • Exams given weeks 1-10: Provide their exam to the AEC by 10 am one business day before the exam.
        • If a student is approved for screen reader use, text-to-speech, or otherwise requires the exam in an accessible format that requires remediation, the exam must be provided to the AEC by 10am two business days prior to the exam administration.
      • Final exam: Provide their exam that is to be given during finals week to the AEC by 10am on Wednesday of Week 10.
        • If a student is approved for screen reader use, text-to-speech, or otherwise requires the exam in an accessible format that requires remediation, the exam must be provided to the AEC by 10am on Monday of Week 10.
        • If an instructor is unable to provide AEC with their final by the stated deadlines, they must hand-deliver a copy of the exam to the AEC by 10am one business day before the scheduled exam. A copy of the exam must be provided for each student in their class with testing accommodations. If unable to do so, they may be asked to personally proctor the students’ exam with the necessary accommodations.
    • Make arrangements to be available or have someone available (via phone, text, email, or Teams) for questions during their students’ exams. If an instructor has students testing with the University Testing Center or AEC, the students should be able to ask questions/get clarification on the exam from an instructor or a GE similar to students testing in the class.

Instructors’ Responsibilities Related to other Accommodations

There are additional accommodations that require timely action on the part of instructors. Late materials create compliance risk as well as academic harm, as the student would not have access to course material at the same time as their peers.

Please note the following:

  1. Accessible Technology/Alternative formats of course material or exams (e.g. Braille, E-text, large font size, Kurzweil, screen reader, etc.):
    • Instructor responsibility: Proactively ensure digital accessibility, provide source files promptly upon request (in general, one week in advance of the date material is provided to all students in the course), and collaborate with the AEC to facilitate any specialized conversions. Depending on the remediation needs, instructors may be asked to provide material further in advance.
  2. Video captioning (Captioned audio/video materials): This accommodation is for pre-recorded media. Please make sure any media that is required for students to watch, or any recording you create for this course, have captions. If a student is approved for this accommodation, instructors can caption the media themselves, or can send it to the AEC to be captioned at least one week in advance of when the student would be expected to watch it. Review the AEC FAQ on captioning for more details.
    • Instructor responsibility: proactively ensure digital accessibility, provide source files promptly upon request (in general, one week in advance of the date material is provided to all students in the course), and collaborate with the AEC to facilitate any specialized requests. If you have questions about captioning, please contact AEC Captioning at aeccap@uoregon.edu.

III. University ADA/Section 504 Coordinator

The University’s ADA Coordinator is available to review individual concerns relating to compliance and to provide compliance support for programs, departments, schools, and colleges relating to discrimination based on disability and providing access and reasonable accommodation for persons with disabilities.

IV. Responsible Offices and Additional Information