Office of Accessibility Services

Categories of disability include, but are not limited to the following:

• Attention Deficit Hyperactivity Disorder (ADHD)
• Autism Spectrum Disorder (ASD)
• Chronic Health Impairment or Medical Condition
• Deaf and Hard of Hearing Impairment
• Learning & Cognitive Disabilities
• Neurological Conditions
• Physical Disabilities
• Psychological Disabilities
• Blindness and Visual Impairments
• Speech & Language Impairments
• Temporary Injuries or Conditions

The Office of Accessibility Services at University of Saint Joseph is charged with the responsibility for collecting and maintaining the confidentiality of disability documentation. This information is kept in secure files with limited access. It is only shared with other University entities with the expressed written permission of the student. Information will only be shared within the institutional community if there is compelling reason, such as a threat to the safety of the individual or others. Consent of the student will be requested prior to releasing medical and/or psychological documentation to a third party. Confidentiality is not maintained in the case of child abuse, suicidal or homicidal intent.

The following guidelines are provided to assist students, family members, physicians or other medical professionals in identifying the type of information and documentation that will inform the process of determining reasonable and appropriate accommodations.

Examples of Helpful Documentation or Information:

• Educational records, such as high school documentation (IEP, 504 plan, Summary of Performance, etc.)
• Letters from Qualified Evaluators
  • Neuropsychological or educational evaluation
• Letters from Health Care Providers
  • Share these statement guidelines (pdf) with your provider so they know what information to include.
• Formal Assessments or Reports
  • Medical Reports
  • Audiology Report
  • Vision Assessment
  • Vocational Assessment
• Proof of accommodations used on standardized exams (SAT, ACT, etc.)
• Documentation of Disability Form

This is not an exhaustive list.

The documentation requirements will vary on a case-by-case basis. Please email the Office of Accessibility Services at [email protected].

In order to receive academic accommodations at the University of Saint Joseph, it is the student’s responsibility to voluntarily disclose information pertaining to their disability. The student is accountable to initiate and maintain direct contact with our Office of Accessibility Services.

Academic Accommodations:

• Academic Accommodations are determined on a case-by-case basis through an interactive process with the Office of Accessibility Services.
• Once the student has submitted the Academic Accommodations Request Form and documentation, the Office of Accessibility Services will review the request to determine the student’s eligibility for reasonable accommodations and determine next steps, which could be the following options:
  • The student’s documentation is insufficient due to missing required components and/or not considered current (specifically within four years). The student will be asked to obtain updated documentation.
  • The student’s documentation is sufficient and appropriate for the next step in the process. The Accessibility Director will email the student’s USJ email address to schedule an Intake Appointment.
• The duration of the Intake Appointment will be 30 minutes to 45 minutes. During the Intake Appointment, the approved reasonable academic accommodations are reviewed and discussed in detail. The student has the opportunity to ask clarifying questions regarding accommodations.
• At the end of the Intake Appointment, the student will receive their Accommodation Letter. The Accommodation Letter will also be sent electronically to each of the student’s professors. Per the law and confidentiality, the student’s disability will not be identified on this letter.

It is the student’s right to use or waive approved academic accommodations on a case-by-case or semester-by-semester basis. Students must request reasonable academic accommodations each semester via the Accommodations Renewal Form, as they do not roll over. The approved accommodations may also change over time and additional documentation may be requested in order for an accommodation to be revised or approved.

Please note that academic accommodations are not retroactive, thus it is important to self-identify and register with the Office of Accessibility Services as soon as possible.

For information regarding Housing Accommodations, please see below.

Students with a documented disability looking to register for reasonable accommodations and services at University of Saint Joseph should completing the following process:

1. Complete and Submit the Academic Accommodations Request Form
2. Submit Appropriate Documentation
   • The documentation can be submitted using the Academic Accommodations Request Form under ‘Documentation of Disability’ or sent to [email protected], faxed or mailed.
3. Schedule and Complete an Intake Appointment
   • The Intake Appointment consists of completing paperwork, reviewing accommodations, and receiving your Accommodations Letter.
   • If applicable, please bring additional documentation to your Intake Appointment.

Students will receive a response to their requested reasonable accommodations with one of the following application statuses:

• Reasonable Accommodations Approved: when a student’s request for reasonable accommodations have been approved, the student will be notified during their Intake Appointment. The appointment can be done in-person, over the phone or on Teams; whatever is easiest for the student. During this meeting, there will be a review how to implement the approved accommodations.
• More Information Needed: when a student’s request for reasonable accommodations cannot be approved due to the fact that additional information is needed to substantiate the need for reasonable accommodations. The Director of Accessibility Services may request additional documentation in order for an accommodation to be revised or approved.
• Application Not Approved: when a student’s request to reasonable accommodations is not approved, the coordinator will contact the student to explain the rationale for the denial and discuss next steps, if applicable.

The Office of Accessibility Services at University of Saint Joseph is responsible for providing you with an Accommodation Letter. Once a student has registered appropriately and completed the process, the Accessibility Office will provide an Accommodation Letter to the student physically as well as electrically. Professors will also receive the Accommodation Letter electronically in order to implement the approved accommodations in their course. It is important to remember – at the postsecondary level, accommodations are not automatically provided to students.   Professors are unable to provide accommodations without the notification of this letter from the Office of Accessibility Services.

It is the student’s responsibility to contact the Office of Accessibility Services at the start of each semester to request a new Letter of Accommodation. Please note that this process must be repeated each semester for each professor within your course schedule. Reasonable accommodations are not provided retroactively.

This process is for students who have already requested academic accommodations and completed the three step process with the Office of Accessibility Services. These students are currently registered with the Office of Accessibility Services and have previously received an Accommodation Letter. It is the student’s responsibility to complete the Accommodations Renewal Form each semester to ensure their Accommodation Letter is sent electronically to the appropriate professors.

Accommodation Letters will be created only for courses and professors listed in this form. If you enroll one or more new courses after submitting this form, please submit another Accommodation Renewal form to request new Accommodation Letters. All Accommodation Letters will be electronically sent via email to professors.

Please note that students must submit the Accommodation Renewal Form each semester as accommodations do not roll over. Accommodations and services may also change over time. Additional or different documentation may be required in order for an accommodation to be approved or revised.

1. The Accessible Housing Application does not replace the eRezLife Housing Application. All students who are applying for on-campus housing must submit the university’s Housing Application on eRezLife by the deadlines set by Residential Life.
2. By completing the Housing Accommodations Request Form, students understand that they are requesting a housing accommodation based on a documented and ongoing disability, which illustrates clear and substantial barriers in the USJ living environment, and for whom a standard housing assignment is not viable.
3. Housing accommodations are determined on a case-by-case basis.
4. Students that submit a request for a documented need for accessible housing will be placed by Residential Life staff based on the accommodation need and available housing options at the time of the request, if applicable.
5. Although there is no deadline for requesting housing accommodations, students are strongly encouraged to submit requests as early as possible each academic year with up-to-date documentation, as accessible housing is dependent on availability and is not guaranteed.

If there are questions regarding the request process and eligibility for an Emotional Support Animal (ESA), students are encouraged to contact the Office of Accessibility Services.

1. Complete and Submit the Housing Accommodations Request Form
2. Submit Appropriate Documentation
   • Documentation may be submitted using the following: Documentation of Disability Form for Housing Accommodations or a letter from your Health Care Provider and/or treating professional.
   • The documentation can be submitted using the Accessible Housing Application under ‘Documentation of Disability’ or sent to [email protected], faxed or mailed.
3. Accommodation Request is Reviewed:
   • After submission of the Housing Accommodations Request Form and the appropriate documentation, the student will receive an email regarding the accommodation request.
   • If documentation is missing or insufficient, the Director of Accessibility Services will email the student regarding the appropriate documentation that is needed.

If there are questions regarding the Housing Accommodations Request Form, students are encouraged to contact the Office of Accessibility Services.

Steps to file a complaint:

1. A complaint must be filed in writing to the ADA Coordinator as soon as possible, but in no case later than 45 calendar days of the alleged violation. It must contain the name and address of the personal filing it and it must briefly describe the alleged violation of the regulation. The complaint should contain information about the alleged discrimination such as name, address, phone number of complainant and location, date, and description of the issue.
2. Within 14 business days, the ADA Coordinator will review the complaint. Individuals will be given the opportunity to discuss the concern and present witnesses and other evidence. Depending on the nature of the complaint, the Accessibility Coordinator will:
   • Attempt to resolve the issue by contacting the involved parties in an effort to clarify and resolve issues and/or by assisting the individual in discussing the issue with the other involved parties.
   • Conduct an investigation with the Dean of Student Life, when deemed appropriate, shall follow the filing of a complaint. The investigation will be conducted by the ADA Coordinator and the Dean of Student Life. In undertaking the investigation, they may interview, consult with, and/or request a written response to the issues raised in the grievance from any individual the ADA Coordinator and Dean of Student Life believes to have relevant information, including faculty, staff, and students.
3. A written determination of the final report including findings, conclusions, and proposed resolutions will be issued by the Dean of Student Life within 10 business days. The final report will be shared with the individual and all other relevant parties. It may also be provided, where appropriate, to any College officer whose authority will be need to carry out the proposed disposition or to determine whether any personnel action is appropriate.

Students Accessibility Office Grievance Procedure