Division of Student Life | Office of Student Disability Services
Division of Student Life | Office of Student Disability Services
Office of Student Disability Services

Policies and Procedures

Confidentiality of Disability-Related Information

The Office of Student Disability Services (SDS) recognizes and upholds a student’s right to confidentiality regarding their disability-related information. All disability-related information in SDS’s possession – including documentation, correspondence, and information shared by a student during person-to-person meetings – becomes part of a student’s education record and is disclosed by SDS only in accordance with applicable Saint Joseph’s University (“University”) policies, including but not limited to the Policy on Confidentiality of Student Records, which implements the Family Educational Rights and Privacy Act (FERPA).

SDS shares disability-related information in its possession in accordance with University policies in the following ways:

  1. With a student’s written consent

    If a student would like individuals outside SJU to participate in conversations or otherwise receive information about their disability-related accommodations, unless FERPA otherwise permits such disclosure, the student must provide a signed consent form to SDS. The student may revoke this consent upon written notice to SDS at any time.
     
  2. With University personnel, on a limited, need-to-know basis

    Information about a student’s specific disability may be shared with faculty, staff and administrators only when there is a legitimate educational reason for University personnel to know the information – for example, when such information is necessary to facilitate an accommodation.

    Students themselves are not required to disclose details about their disability to instructors to secure accommodations. In fact, students are strongly encouraged not to provide medical or other disability-related documentation directly to instructors – such information should be provided only to SDS.
     
  3. With other third-parties, in limited circumstances

    Disability-related information may be disclosed to others in limited circumstances, such as protecting individuals in an emergency, complying with the law and/or complying with University policies and procedures. Please refer to the University Policy on Confidentiality of Student Records for more information on disclosure of student education records to third parties. 
     

Resources and Forms:

Grievances

Internal Grievance Procedures

In compliance with the Americans with Disabilities Act (ADA) and the Rehabilitation Act of 1973 (Section 504), the University provides grievance procedures for the prompt and fair resolution of complaints by any University student who believes they have (1) been denied appropriate accommodations or equal access to the University’s programs, services or activities under the ADA and Section 504, or (2) experienced discrimination, harassment or retaliation on the basis of their disability.

  1. The Student ADA/Section 504 Grievance Procedures address student concerns that include (but are not limited to):
  • Denial of disability status or a requested accommodation
  • Inadequacy of an accommodation
  • Inadequate implementation of an approved accommodation
     
  1. The Interim Policy on Discrimination, Harassment, and Retaliation addresses discrimination, harassment or retaliation based on disability status. Students can report such concerns at any time to the Office of Title IX and Equity Compliance at titleix@sju.edu.

External Grievance Procedures

Students have the right to file an ADA or Section 504 complaint with the U.S. Department of Education’s Office for Civil Rights (OCR) at any time. Please note, however, that both OCR and the University encourage students to pursue the University’s internal grievance procedures before filing a complaint with OCR. For more information about filing a complaint with OCR, please visit the OCR Website or contact:
 

U.S. Department of Education
Office for Civil Rights
Lyndon Baines Johnson Department of Education Building
400 Maryland Avenue, SW
Washington, DC 20202-1100
Telephone: 800-421-3481
FAX: 202-453-6012; TDD: 800-877-8339
Email: OCR@ed.gov

Temporary Disabilities

The Americans with Disability Act (ADA) generally does not recognize temporary disabilities as disabilities for which accommodations are legally required, but the SDS may be able to provide assistance and support for certain temporary disabilities by facilitating temporary accommodations.

Temporary disabilities may include (but are not limited to):

  • Concussions
  • Illnesses that require hospitalization
  • Broken bones (or other orthopedic injuries)
  • Surgeries for various medical conditions

Temporary accommodations may include (but are not limited to):

  • Temporary transportation services
  • Scribe/note taking services (for example, if a dominant hand is injured)
  • Extended time for tests
  • Due date extensions
  • Change of classroom location
  • Absence from class 


Students with a temporary disability should contact SDS at sds@sju.edu or 610-660-1774 as soon as possible.

Extended Time for Tests and Exams in the Testing Center

Students approved for this accommodation take extended-time tests and exams (“tests/exams”) in a designated Testing Center, which is a proctored environment that offers an alternative to classroom space. This accommodation does not include extended time for (i) taking quizzes in the Testing Center and/or (ii) taking tests/exams in locations other than the Testing Center.

Students must follow the procedures described below for each test/exam for which they would like to request this accommodation.

Procedures

  1. At least one week (seven days) – to the minute – in advance of a test/exam, students must use Accommodate to request and schedule this accommodation. If this deadline is missed, the student will not be able to use this accommodation for the particular test/exam.
    • For example: For a 9 a.m. Monday test, the request must be made no later than 9 a.m. the previous Monday. A request made at 9:10 a.m. is outside the window.
    • Exception: If a course instructor announces a test/exam fewer than seven days in advance, the student must immediately contact SDS (which will verify and approve the exception).
    • Tests/exams can be requested well in advance of one week prior. Therefore, students are advised to review the course syllabus as well as the University final exam calendar at the beginning of the semester, and to submit all requests as soon as possible.
  2. When scheduling an extended-time test/exam in the Testing Center, it must be scheduled for the same day and time it is given in the course. A test/exam may not be scheduled for another day and/or time for personal scheduling conflicts or other personal reasons.
    • Exceptions: Are reviewed and approved on a case-by-case basis and may include (i) scheduling conflicts with other classes due to the extended time – in which case, the text/exam may be scheduled for another time on the same day; (ii) personal emergencies; (iii) illness.
  3. Students who are late for an extended-time test/exam in the Testing Center will forfeit the time they miss. If a student is more than 20 minutes late, or if a student misses the test/exam in the Testing Center for any reason, the text/exam is considered a “no show.” Students must contact the course instructor for approval to reschedule a no show, and such approval is at the course instructor’s discretion.

Student Compliance

Students taking extended-time tests/exams in the Testing Center must comply with the University’s Academic Honesty Policies.

Disruptive behavior in the Testing Center will not be tolerated. Students must comply with the Testing Center Protocols, and their use of the Testing Center is subject to applicable student policies, including but not limited to Community Standards.

Information for Instructors

Instructors can refer to SDS’s Explanation of Accommodations webpage for more information.

Peer Note Taker Accommodations

Students with diagnosed disabilities that present a barrier to notetaking may benefit from a peer note taker to provide class or lecture notes in addition to a student’s own notes. This accommodation is not intended to take the place of the student attending class.

Students approved for this accommodation must follow the procedures described below.

Procedures

  1. After confirming their semester accommodations in Accommodate, students must take the extra step of proactively emailing SDS (at sds@sju.edu) to request the specific course(s) for which they would like a peer note taker that semester.
  • If SDS determines that a peer note taker may not be a reasonable or effective accommodation for a particular course (for example, a lab-based or experiential course), SDS and the student will discuss other academic accommodations and supports.
  1. Students are advised to request peer note takers as early in the semester as possible because sometimes it can take several weeks for SDS to recruit a peer note taker for a specific class. The longer a student waits to make this request, SDS cannot guarantee that a peer note taker can be recruited in a timely way (e.g., by midterms or finals). Students should contact SDS if they need other academic accommodations and supports while SDS is recruiting peer note takers.
  2. SDS recruits peer note takers by emailing the course roster. If SDS is unable to recruit a peer note taker after three email requests, SDS contacts the student to discuss other academic accommodations and supports.
  3. Once a peer note taker is in place, notes are uploaded and accessed through the Accommodate platform. Students are responsible for informing SDS if there are issues with the course notes (for example, notes are missing or illegible) so that SDS can try to solve the issue in a timely way.
     

Confidentiality

Peer note takers are recruited by SDS through an anonymous email to the course roster, and course notes are uploaded and accessed only through the Accommodate platform. Classmates – including the peer note taker – are not aware of the identity of the student requesting the accommodation. Peer note takers are required to sign an agreement that includes confidentiality obligations.

 

Student Peer Note Takers

University students interested in serving as peer note takers should email SDS at sds@sju.edu. Peer note takers are required to sign an agreement that establishes their responsibilities, and those who fulfill these responsibilities are paid a stipend at the end of the semester.

Supporting a Student’s Pregnancy, Childbirth or Related Condition

SDS works with the Office of Title IX and Equity Compliance to provide students with (1) reasonable accommodations for certain medical conditions related to pregnancy, childbirth or related conditions and/or (2) other reasonable adjustments related to pregnancy or related conditions. 

To request reasonable accommodations and/or adjustments related to pregnancy, childbirth or related conditions, students should contact SDS at sds@sju.edu or 610-660-1774 and/or the Office of Title IX and Equity Compliance at titleix@sju.edu. 

Resources: 

Service and Emotional Support Animals

The University welcomes service animals (“Service Animals”) and emotional support animals (“ESAs”) on campus to support individuals with disabilities in accordance with applicable laws and regulations, including the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, the Fair Housing Act (FHA), and local vaccination/licensure regulations.

The different definitions and approval procedures for Service Animals and ESAs are described below. Both types of animals, however, are subject to the University’s Requirements for Animals on Campus.

Service Animals

Definition: The Americans with Disabilities Act (ADA) defines Service Animals as dogs (and, in limited cases, miniature horses) that are “individually trained” to “do work” or “perform tasks” for individuals with documented disabilities, where the work or task is directly related to the individual’s disability. If there is a question about whether a dog is a Service Animal, the Vice President of Student Life (or their designee) will determine: (1) if the dog is required because of a documented disability and (2) what work or task the dog has been trained to perform.

Service Animals may go anywhere on campus their handler goes – unless the presence of the Service Animal would fundamentally alter a University program or service. For example, research laboratories may be off-limits to Service Animals because their presence could fundamentally alter the nature of the research, or mechanical areas may be off limits for safety reasons. Departments, instructors and employees should consult SDS before making a determination whether the presence of a Service Animal is a fundamental alteration.

Approval procedures:

  1. A student with a documented disability does not need an SDS-approved accommodation to have a Service Animal on campus; however, students with Service Animals are strongly encouraged to inform so that SDS can facilitate any necessary communications about the Service Animal’s permitted presence on campus.
  2. Before bringing the Service Animal to campus, the Service Animal’s vaccination and licensure information must be provided to SDS.
  3. A Service Animal cannot reside with the student in University residences unless and until the Office of Residence Life assigns an appropriate residence.

ESAs

Definition: An ESA differs from a Service Animal in that an ESA is not specifically trained to assist an individual with disabilities. ESAs can be any animal whose companionship may mitigate the symptoms of certain disabilities. SDS approves ESAs as a reasonable accommodation in University residences for students with properly documented disabilities.

Unlike Service Animals, ESAs are permitted only in the approved student’s assigned residence. ESAs are not permitted in other students’ rooms, common areas of the residence (student lounges, laundry facilities, dormitory fitness facilities) or other areas of campus (libraries, dining halls, classrooms). 

Approval procedures: Before bringing an ESA to campus (i) for the first time, or (ii) for returning ESAs, prior to the beginning of each academic year (even if the ESA was previously approved), students must follow the procedures described below:

  1. SDS Procedure
    • Ensure the following forms are completed and returned to SDS as far in advance as possible – but at least 60 days in advance – of the ESA’s anticipated arrival on campus:
      • ESA Request Form – completed by the student
      • Healthcare Provider Documentation – completed by the student’s qualified healthcare provider (such as a psychiatrist, psychologist or licensed clinical social worker).
    • Once both forms are returned, SDS will schedule an intake meeting to discuss the ESA accommodation request.
  2. Residence Life Procedure
    • Request a “Specific Accommodation Need” on the Housing Agreement in the Housing Portal.
    • After SDS has approved an ESA as an accommodation, the Office Residence Life – in their sole discretion – will:
      • Determine whether a student may use a specific animal as their ESA;
      • Assign a campus residence appropriate for the student and the specific animal. This may include changing a student’s current residence assignment. In addition, if an appropriate room/residence is not available at the time of SDS approval, the student is not permitted to bring the ESA on campus until a room/residence becomes available. 
         

Resources and Forms: