Guidelines for Seeking Accommodations

How to Access Academic Accommodations

Complete the Initial Request for Accommodations Form and Upload documentation.

This form provides DSO staff with information about your disability and how it impacts you. Include as much detail as possible.

The form will include a place to upload documentation.

Students submit documentation from a licensed medical provider.

While all students who request accommodations are asked to submit documentation it is only one part of the interactive process. DSO staff will work with students to determine individualized accommodations using both documentation and insight shared by the student during the Intake Interview.

Disability-related documentation should provide information on the functional impact of the disability so that effective accommodations can be identified. Criteria for the source, scope and content of documentation differs by disability type. Documentation may include assessments, reports, and/or letters from qualified evaluators, professionals, or institutions. Further information about documentation requirements can be found here: Documentation Guidelines

Schedule your intake appointment.

Once the request and documentation is reviewed, students will receive a notification and instructions for scheduling an intake appointment via the Accommodate system. (Link How to schedule an appointment in Accommodate)

Attend your intake appointment.

The student and DSO staff will engage in an interactive process which includes review of documentation, the student’s perspective on the impact of their disability and requested accommodations.

Accommodation approval:

DSO staff will engage with the student to determine appropriate and reasonable accommodations, tailored to the student’s individual needs. Accommodations are intended to address access barriers due to the functional limitations of a diagnosed disability.

While medical providers may provide recommendations for accommodations, the DSO has a right to approve or deny accommodation requests.

Students may be asked to provide further documentation to support their accommodation request. Specifics can be discussed during the intake appointment.

DSO staff may need to engage with faculty to determine if specific accommodations are reasonable within a specific class or program.

Accommodations which fundamentally alter the nature of a course or academic program are not considered reasonable or appropriate.

Notifications (Upon accommodation approval):

Students receive an official notification of their approved accommodations via the Accommodate system. Students should log into Accommodate to review their approved accommodations and related information.

Faculty receive an accommodation letter which notifies them of the student’s approved accommodations.

Communication:

Students and Faculty should communicate about the approved accommodations and establish a plan for how they will be used in each class.

Students and Faculty should reach out to the DSO if there are any questions or concerns about accommodations or implementation.

Please review Implementing Your Accommodations for additional information about using your accommodations each semester.

Accessing Non-Academic Accommodations

Housing & Dining Accommodations: Requests for medical singles, Emotional Support Animals, or meal plan modifications require documentation that establishes a direct nexus between the disability and the specific housing/dining need.

Medical Singles: Documentation should include a description of the disability-related access barrier(s) that substantially limit the student’s ability to access university housing or the educational environment.

Emotional Support Animals: Documentation must indicate how the ESA is necessary, because of the student’s disability, to access university housing and/or the academic environment and a description of the preexisting relationship between student and the specific animal that is being requested, along with the therapeutic support that the specific animal provides.

Please see the University’s Emotional Support Animal Policy for further details.

On-Campus Residential Parking: Students residing on campus are generally not permitted to obtain an on-campus parking permit. Exceptions are made only through the DSO for students with valid, documented medical needs or mobility impairments. Documentation must explicitly state why the student requires a vehicle on campus to manage their disability.

Important Timelines:

Timely Notice: Students are encouraged to submit requests 6-8 weeks before the start of the semester. While requests are accepted year-round, accommodations are not retroactive. 

Academic Accommodations: To ensure accommodations are in place for the start of the Fall semester, students should submit requests no later than August 1^st.  This will allow sufficient time to complete the interactive process prior to the start of classes.

Intake Appointment Availability: Intake appointments are typically available within 1-2 weeks of scheduling. Longer wait times are possible at the start of the semester (August & January) and other high volume times.

How to schedule an appointment in Accommodate:

Log into the Accommodate Portal using your Carlow username and password.

Select the “Appointments” tab on the menu on the left side of the screen.

Select “Request new appointment”

For Type, choose the proper appointment type

For Location, choose “In-person” or “Remote”

For Counselor, you may leave blank or choose the name of a specific person

Ignore the rest of the fields

Click “Check Availability” in purple at the bottom of the screen.

This will load available times for appointments.

Review the availability options and click on the appointment you’d like to request.

Review the appointment details and add information under “Additional Notes” to help DSO staff prepare for your appointment.

Click “Submit Request”

Once your appointment request has been approved, you will receive a follow up email confirming the date and time and a link for virtual appointments.