Accommodations

UCLA  Campus

CAE Accommodations

What is an accommodation?

An accommodation is a legally mandated modification or service designed to mitigate the functional limitations associated with a student's disability.  Accommodations can be: 

-Changes to a classroom environment or task that permit a student with a disability to participate in the educational process,

-Reasonable modifications to policies, practices or procedures, etc.  

Reasonable accommodations are determined through an interactive process between the CAE, the student, and instructional staff. The student’s accommodation request must be linked to the functional limitations described in the medical documentation.

What types of accommodations are often considered “unreasonable”? 

  1. Accommodations that would fundamentally alter the nature of a program.
  2. Accommodations which lower or substantially modify academic or program standards. 
  3. Accommodations that would impose undue financial or administrative burden.
  4. Accommodations that would pose an appreciable threat to personal or public safety.

How do I notify my professors about my accommodations?

Students will notify their instructors about their accommodations via an online letter of accommodations.

  1. At the beginning of each quarter, students are expected to initiate a letter of accommodations request in the Student Portal.
  2. Students must inform their professors that their letter of accommodation is available for viewing in the Faculty Portal.
  3. The letter will notify your instructor of your approved accommodations.

Adjusted Attendance

Adjusted Attendance

What is the adjusted attendance accommodation?

If a student has a chronic documented disability with unpredictable or cyclical acute episodes, adjustments to the attendance policy may be appropriate as an accommodation and will be considered on a case-by-case basis.

How is this accommodation determined?

This accommodation is determined by an individual assessment of, but not limited to:

  1. The student’s functional limitations listed in the medical documentation.
  2. The student’s narrative in relation to their functional limitations.
  3. The course requirements.

What is the purpose of the accommodation?

  1. The purpose of this accommodation is to mitigate, to the greatest extent possible, the impacts of the student’s disability.
  2. The accommodation is meant to adjust when or if there is an exacerbation of disability-related symptoms that prohibit a student’s ability to attend class, lab, or discussion section.

The accommodation does not:

  1. Apply retroactively
  2. Entitle the student to have all absences excused.
  3. Waive classroom participation requirements.
  4. Make adjustments for:
    1. Academic course load
    2. Multiple assignments due in close proximity
    3. Studying for exams or other assessments
    4. Scheduling conflicts
    5. Employment, appointments, or other personal obligations
    6. Time management issues
  5. Allow the student to utilize peer notetaking in lieu of attending class. If you are approved for this accommodation, you are still expected to meet the course requirements, including independently accessing missed lecture material, turning in any assignments that might be due, etc.

Why does the CAE  need to speak with my professor if I am approved for this accommodation? 

The CAE is to conduct "an individualized inquiry" with respect to requests for an adjusted attendance policy. The student may be required to provide current documentation that independently supports the request for the attendance policy to be considered as a reasonable accommodation. First, it must be understood that documentation that supports a student's need for an adjusted attendance policy does not establish entitlement to waive attendance requirements on all courses. Secondly, the CAE must ensure that any adjusted attendance requests do not fundamentally alter course objectives or essential elements of the course.

As a result, CAE consults with your instructor to determine what would be a reasonable attendance accommodation, given the nature of their course. If the accommodation is found to be unreasonable, the CAE will assess for an equally effective accommodation.

Can I make the request directly with my Professor, TA or Instructor?

Instructional staff should not make inquiries into the nature of a student’s disability, nor assess for the reasonableness of a requested adjustment on the basis of a disability. Thus, all requests for an adjustment to be made that are related to a student’s registered disability must first be directed to the CAE for an individualized review, as CAE specialists have direct knowledge of how the disability impacts the student in an academic setting.

 

I am approved for the adjusted attendance accommodation and I’m experiencing a flare-up. What do I do?

It is the student’s responsibility to initiate a conversation with their CAE counselor prior to (or soon as possible thereafter) when requesting an adjustment to the attendance policy. It is understood that such requests will be considered on a case-by-case basis and students may be required to submit updated documentation that support the request.

As a student, what am I required to know about this accommodation?

  1. You are expected to attend class regularly, arrive prepared for class, and be knowledgeable of the course material previously covered.
  2. Exception to the attendance policy does not mean exception to any of the academic requirements of the course.  Students are required to fulfill all course requirements and will be held to the same evaluation standards as specified in the course syllabus. 
  3. Absences unrelated to the documented disability are not covered by this accommodation.
  4. Although an exception to the attendance policy may be made, absences may have a negative impact on academic performance simply because of the content and experiential learning that has been missed by not being in class.  For this reason, students should make every attempt to attend class and to observe deadlines for submission of assignments.
  5. Instructors are not responsible for providing extraordinary assistance to students to help them catch up after a covered absence has occurred. 

Procedure:

I am approved for the adjusted attendance accommodation and I’m experiencing a flare-up, what is the procedure for requesting an adjustment to my course(s) attendance policy?

It is the student’s responsibility to initiate a conversation with their CAE counselor prior to a missed class, or as soon as possible thereafter, when requesting an attendance adjustment. It is understood that such requests will be considered on a case-by-case basis and students may be required to submit additional documentation that supports the request.

Students will:

  1. Contact their CAE counselor when the need for a disability-related absence occurs.
  2. Make their letter of accommodation viewable to their faculty member through the online portal.
  3. Let their professor know that they are requesting a disability-related attendance adjustment, which will be confirmed by their CAE counselor.

Your CAE counselor will:

  1. Conduct "an individualized inquiry" with respect to the request for any adjustments to a course attendance policy. The student may be required to provide documentation that independently supports their requested adjustment to a course(s) attendance policy.
  2. Communicate directly with the faculty member(s) regarding any requested attendance adjustments that are directly related to a student’s disability.

Your instructor(s) will:

  1. Notify the CAE of receipt of the accommodation request.
  2. Faculty will notify the CAE if the adjusted attendance accommodation is believed to fundamentally alter the nature of the course. If it is determined that the accommodation would fundamentally alter the nature of the course, faculty are to communicate with the CAE in a timely manner and identify, in good faith, if an equally effective accommodation may be reasonably implemented.
  3. Contact the CAE if a request is made directly by the student to adjust the attendance policy. This ensures that the CAE is able to engage the student in the interactive process and take into account the student’s limitations when determining if an adjusted attendance accommodation is reasonable.

What is a reasonable allotment of total absences?

As UCLA operates on the quarter system, the CAE generally considers the following allotment of absences reasonable for a standard 10-week course. However, please note, any approved adjustment to an attendance policy as a reasonable accommodation must be determined on a case-by-case basis.

  1. 4 absences in a course meeting 3 times per week 
  2. 3 absences in a course meeting 2 times per week
  3. 1 absences in a course meeting 1 time per week

I’m having a very difficult quarter and I’ve already missed at least four classes. What should I do?

Please schedule an advising appointment with your CAE counselor to discuss your options.

Adjusted Deadlines

If you are a student who experiences unexpected disability-related flare-ups, you may be eligible for adjusted deadlines. Adjusted deadlines may be considered reasonable accommodations for students with acute, unexpected, or episodic conditions. 

Adjusted Deadlines in Consultation with the CAE

FAQ’s and Procedures

What is the adjusted deadline accommodation?

If a student has a chronic documented disability with unpredictable or cyclical acute episodes, adjustments to deadlines may be appropriate as an accommodation and will be considered on a case-by-case basis.

What is the purpose of the accommodation?

The accommodation is meant to adjust when or if there is an unexpected, uncontrolled and/or exacerbation of disability-related symptom(s) that prohibit a student’s ability to submit an assignment by an established due date.

When considering adjusted deadlines, what types of assignments is the CAE referring to?

For the purposes of this accommodation, adjusted deadlines refer to in-class assignments, papers/essays, lab reports, and other take-home course assignments.

How is this accommodation determined by the CAE?

This accommodation is determined by an individual assessment of, but not limited to:

  1. The student’s functional limitations listed in the medical documentation.
  2. The student’s narrative in relation to their functional limitations.
  3. The course requirements.

The accommodation does not:

Entitle the student to submit all assignments after established deadlines.

Make adjustments for:

  • -Academic course load

  • -Multiple assignments due in close proximity

  • -Studying for exams or other assessments

  • -Scheduling conflicts

  • -Employment, appointments, or other personal obligations

  • -Time management issues

Why do you need to speak with my professor if I am approved for this accommodation? 

The CAE is to conduct "an individualized inquiry" with respect to requests for an adjusted deadline. The student may be required to provide documentation that independently supports their request for extended time on an assignment as an academic adjustment. First, it must be understood that documentation that supports a student's need for extended time on tests and examinations is not sufficient to support a request for extended time on all assignments. Such documentation does not establish entitlement to extended time on all assignments regardless of the nature of the assignment and/or the timeframes involved.

The CAE must ensure that any adjusted deadlines do not fundamentally alter course objectives, which may be found in the syllabus statement. As a result, CAE consults with your instructor to determine what would be a reasonable deadline extension given the nature of their course.

Can I make the request directly with my Professor, TA or Instructor?

Instructional staff should not make inquiries into the nature of a student’s disability, nor assess for the reasonableness of a requested adjustment on the basis of a disability. Thus, all requests for an adjusted deadline to an assignment that are related to a student’s registered disability must first be directed to the CAE for an individualized review, as CAE specialists have direct knowledge of how the disability impacts the student in an academic setting.

I am approved for the adjusted deadline accommodation and I’m experiencing a flare-up. What do I do?

It is the student’s responsibility to initiate a conversation with their CAE counselor prior to an assignment’s due date (or soon as possible thereafter) when requesting an adjusted deadline. It is understood that such requests will be considered on a case-by-case basis.

Procedure:

I am approved for the accommodation, what is the procedure for requesting an adjustment to my assignment due date?

Students will:

  1. Contact their CAE counselor when the need for a disability-related adjusted deadline occurs.
  2. Make their letter of accommodation viewable to their faculty member through the online portal.
  3. Let their professor know that they are requesting an disability-related extension, which will be confirmed by their CAE counselor.

Your CAE counselor will:

  1. Conduct "an individualized inquiry" with respect to the request for an adjusted deadline. The student may be required to provide documentation that independently supports their requested extended time on an assignment as an academic adjustment.
  2. Communicate directly with the faculty member(s) regarding the approved timeframe for the adjusted assignment deadline.

Your instructor(s) will:

  1. Notify the CAE of receipt of the suggested timeframe for the adjusted deadline.
  2. If there are concerns regarding the timeline (e.g., assignment is chunked into parts, scaffolding of assignments, pacing of assignments, group projects, grades submissions due dates for the course, etc), faculty is to communicate with the CAE in a timely manner and identify, in good faith, a reasonable timeframe for the adjusted assignment.
  3. Faculty will notify the CAE if the adjusted deadline is believed to fundamentally alter the nature of the course.
  4. Contact the CAE if a request for an adjusted deadline is made directly from the student. This ensures that the CAE is able to engage the student in the interactive process and take into account the student’s limitations when determining an adjusted assignment deadline.

Early Notification of Large Assignments

Early Notification of Large Assignments

Due to their disability, some students may require time-limited assignment prompts in advance to ensure that they are not placed at a significant disadvantage in comparison to their peers. The CAE will, through an individualized assessment of the student’s limitations, determine what constitutes a large assignment and how much of an advanced notice may be reasonable.

What if providing early notification of large assignments is not possible?

Where a faculty or lecturer is unable to provide the accommodation, it is important that the appropriate academic member contact the CAE, within a timely manner in order to identify an accommodation that is equally effective.

Please visit  Early Notification of Large Assignments – CAE, Student, and Faculty Responsibilities for more information. 

Alternative Format

Alternative Format

Students with visual or learning disabilities who are unable to read standard printed material may have classroom materials converted into alternative formats. This includes Braille, e-text, and large print. We can also help connect students with existing resources that offer books in alternative formats.

  1. Please call (310) 794-5725 to schedule an appointment with Assistive Technology Specialist Shirley Ruiz.
  2. Prior to the appointment, the student will be asked to complete an Alternative Format Request form. The Alt Format Request form must be completed each quarter that you require the service.
  3. In order to expedite the process, students should bring the following to their appointment:
  1. Completed Alt Format Request form
  2. Textbooks
  3. Textbook receipts
  4. A course syllabus or reading list

Please note the following important information:

  1. CAE provides alternative format services for required readings only.
  2. Graduate students engaged in research for a dissertation must submit the Alt Format Request Form and a copy of an abstract or a letter from the department describing the subject and the projected reading load for each quarter.

How long will it take to have my materials converted?

  1. Please allow at least three weeks to complete alt format requests.
  2. Brailling services can take up to 8 weeks.

What if I prefer my documents in Word format?

  1. The CAE typically receives materials from publishers in .pdf format. Therefore, any requests for a different format, such as Word, will delay the conversion of your materials. The delay will vary based on the volume and content of the request. The format that is received by the CAE will be made accessible and provided to the student in the most reasonable timeframe.

Please submit your materials to be converted at least three weeks prior to the start of the quarter or as early as possible. If you have not yet been provided with the course book list, we recommend that you contact your instructor and ask for this information so that the CAE may convert your materials in a timely fashion.

Disability Transportation

Disability Transportation

Students with permanent or temporary mobility impairments may request assistance with traveling around campus and to adjacent residential areas through the mobility assistance van service. This service is operated by UCLA Transportation. The CAE works in collaboration with Transportation to evaluate student requests for van service. Visit our transportation page for more information. 

Emotional Support Animals

Emotional Support Animals and Service Animals

Students who are requesting to have an emotional support animal in University owned housing can apply, via the CAE, for approval. In contrast to service dogs, emotional support animals (ESA) are allowed in University housing with a recommendation from the Housing Appeals Board.

The CAE cannot request that emotional support animals be allowed in classrooms, libraries, Bruin buses, and the like. Consistent with the University policy on animals, dogs are required to be on 6-feet (or shorter) leash and under the control of the owner.

Housing

Housing

The Disabled Student Housing Appeals Board (DSHAB) reviews housing requests – in the form of an appeal – for students with specific, disability-based housing needs for university-owned housing. Additionally, the DSHAB reviews appeals from faculty, staff, and post-doctoral fellows who reside in university housing. The Board also reviews housing appeals from undergraduate and graduate students on behalf of the dependents who live with them in university housing. On campus housing appeals may also include dining requests to address disability-based dietary needs (ie gluten-free).

Notetaking Support

Notetaking

What is the notetaking accommodation?

The CAE offers notetaking support for students with qualifying disabilities. The CAE offers technology-based notetaking support (i.e. Livescribe pens, Sonocent Audio Notetaker, Otter) as well as peer notetaking, for registered students with disabilities. The technology-based notetaking accommodation is one method of providing access to students whose disabilities impact their notetaking ability in class.

Is notetaking right for me?

An approval for a notetaking accommodation is meant to mitigate limitations that directly impact a student’s notetaking ability in class by providing students access to course content during a lecture.

Here is some information to keep in mind when contemplating Notetaking support:

ü  Notetaking support DOES: provide you an accessible way to take course notes,

ü  Notetaking support DOES: provide you an accessible way by which to supplement your own set of course notes,

ü  Notetaking support DOES: provide you with tools to better organize your course notes for your own personal use.

ü  Notetaking support DOES: requires your attendance in order to capture course information during a lecture.

ü  Notetaking support DOES: encourages independence in notetaking skills.

ü  Notetaking support DOES NOT: act as a substitute for attendance

ü  Notetaking support DOES NOT: remove a students’ responsibility to engage in their own notetaking or meaning-making of notes

How is this accommodation determined?

All students are required to meet with a CAE counselor (interactive process) in order to determine which option is the most reasonable. In order for this to be determined, the CAE counselor will first assess the medical documentation provided to the CAE. Then, in addition to the students’ medical documentation, the CAE counselor will inquire about the students own note-taking experiences related to the college classroom environment.

What is considered in the medical documentation for a notetaking accommodation?

It is important that your clinician do the following: 1) provide a detailed description of the functional limitations related to your disability, 2) describe how your notetaking abilities are directly impacted by your disability, and 3) provide clinical reasoning in how the requested accommodation will address your notetaking challenges.

If I’m approved for notetaking support, how do I get it?

The CAE offers technology-based notetaking support (i.e. Livescribe pens, Sonocent Audio Notetaker, Otter) as well as peer notetaking. To access technology-based support, your CAE counselor can provide instructions. Students approved for peer notetaking are responsible to submit their request via the CAE portal immediately after they have been approved for the accommodation. Please refer to the Peer Notetaking Guidelines on the Student Resources page for more specific information.

More information about our notetaking options can be found at this link

A detailed description of our various technology-assisted notetaking options can be found at this link.

Please select this link to review the Acceptable Use Policy for the Livescribe Pen.

Please select this link to review the Acceptable Use Policy for all other technology-assisted notetaking.

 

Priority Enrollment

Priority Enrollment

Priority Enrollment is available for undergraduate students through URSA. Priority Enrollment allows undergraduate students to enroll in the college or school maximum unit limit (usually 18 or 19 units) before enrollment is open to all undergraduate students. There is no Priority Enrollment for summer classes. First quarter students (freshmen and transfer students) are not eligible for Priority Enrollment until their second quarter at the University. The CAE recommends that students check with their academic advisors, department, college counselors, or the Registrar’s Office for specific academic, program, and degree requirements.

Proctoring

In order to receive the proctoring accommodation, students should make requests in a timely fashion. Please refer to the proctoring checklist for instructions and procedures.

CAE Proctoring Guidelines

Students requesting exam accommodations are to make the request at least 14 days prior to the date of the exam. Students that make a request for exam accommodations in less than 14 days do not provide the University with a timely notice by which to coordinate the service. As a result, any exam accommodation requests less than 14 days of notification to the CAE will be reviewed on case-by-case basis. However, the University may be unable to provide exam accommodations to any student request that is less than 14 days. 

The CAE will make a good faith effort to accommodate students who do not request proctoring in a timely fashion on a case-by-case basis. If the Proctoring Center cannot add a student to the schedule, the student will be referred to their CAE counselor to determine alternative arrangements, if any. 

Students that have disability-related flare-ups that prohibited them from taking the exam as scheduled must contact their counselor immediately, or soon thereafter, in order to assess the reasonableness of the request.

Time-compensated Breaks as a Testing Accommodation

Due to their disability, some students may require breaks during an exam to manage the limitations of their disability. Students approved for this accommodation are encouraged to review the guidelines explaining how this accommodation works and what their responsibilities are during a test with the CAE proctoring center.


Real-Time Captioning

Real-Time Captioning

Real-time Captioning may be available for hearing-impaired students. We require that students receiving real-time captioning services not share notes or transcripts with any other students, or use notes for any other purpose other than as class study notes without consultation with the CAE and the expressed consent of the professor.

Sign Language Interpreters

Sign Language Interpreters

Sign Language interpreters can be provided for academic or University activities. To ensure quality of service for our students, the CAE provides two interpreters for classes of more than one hour in length. The CAE will provide either sign language or real-time captioning based on the student's preferred communication method.