Requesting Services

SUBMISSION OF DOCUMENTATION IS NOT EQUIVALENT TO REQUESTING SERVICES AND DOES NOT NECESSARILY GUARANTEE SERVICE THROUGH OAS.  IT IS THE STUDENT'S RESPONSIBILITY TO CONTACT THE OAS COORDINATOR IN ORDER TO DISCUSS ACCOMMODATIONS. ACCOMMODATION ARRANGEMENTS MAY BE COMPROMISED OR DENIED IF A REQUEST IS NOT MADE IN A TIMELY MANNER.

It is the student's choice to self identify via the OAS Office. To request OAS services, the student must, in a timely manner, provide disability documentation and contact the OAS Coordinator. Disability documentation is helpful in assisting OAS in determining if a student is eligible for protection from discrimination (Rehabilitation Act, ADA) and the development of appropriate accommodations ensuring accessibility. The OAS Coordinator will consider this information along with supplemental interview(s) with the student to determine:

1. If a disability exists;
2. Student is protected from discrimination by 504/ADA (documentation must establish a substantial limitation to a major life activity which then impacts negatively upon the academic setting applied to each course);
3. If requested accommodations are needed;
4. If so, developing appropriate and reasonable accommodations considering course/program requirements.  The College is not obligated to provide the specific accommodation requested by the student but to provide an appropriate and reasonable accommodation. By requiring documentation, the College attempts to ensure the integrity of the accommodation process and a climate of trust and respect.

IT IS ADVISED THAT DISABILITY DOCUMENTATION BE FORWARDED AND AN APPOINTMENT BE SCHEDULED SIX TO EIGHT WEEKS PRIOR TO THE DATE OF REQUESTED START OF ACCOMMODATION(S).

A disclosure of a disability or request for an accommodation made to a faculty or staff member other than the OAS Coordinator will not be treated as a request for an accommodation.

The student has the responsibility of providing documentation reflecting clear evidence of the existence of a disability indicating the current impact which substantially limits major life activities and scheduling an appointment with the OAS Coordinator. The OAS Coordinator, upon receipt of the documentation and interview with the student, will develop an OAS File. This information is not incorporated in the admissions file.

The release of any disability information is governed by federal/state regulations regarding privacy of information. In keeping with the spirit and intent of the law, information regarding the disability is confidential and is shared on a need-to-know basis. 

Disability documentation and input from the student and professionals knowledgeable about the student's situation will be reviewed by the OAS Coordinator. This collaborative effort will assist the OAS Coordinator in determining appropriate and reasonable accommodations which assure equal access. Fundamental goals/essential standards of the course(s)/program(s) must be considered in review of these potential accommodations. Faculty input may be necessary in finalization of accommodations. Accommodations and services will vary dependent upon individual needs.

If the OAS Coordinator determines that the student has provided insufficient documentation, it is the student's responsibility to provide needed supplemental disability information.  The College is not responsible for any fees incurred. Documentation must be complete and appropriate as determined by the OAS Coordinator.  Occasionally, documentation is insufficient to pass a conclusive review. Sometimes a clarification from the documentation provider is needed or a new disability assessment will be necessary.

The College will attempt to ensure a good-faith effort in providing reasonable accommodations. Provisional services may occasionally be provided (to be determined by the OAS Coordinator) and generally will not exceed one semester.

For further information or to schedule an appointment, contact Pam Bova, OAS Coordinator 636-922-8247 or e-mail: pbova@stchas.edu.

Once disability documentation is complete and on file with OAS, it is the student's responsibility to request services EACH semester. An office appointment is preferable. However, there may be instances where flexibility is necessary. In these instances, OAS will consider discussion by phone or e-mail. Paperwork may be mailed or e-mailed. Accommodations are arranged for only one semester at a time. They are NOT retroactive.

An Accommodations Request Form will be completed and signed by the student. This form will include requested accommodations and classes. The OAS Coordinator is responsible for initially approving or denying the accommodations. In some instances, faculty may need to assist in determining if a requested accommodation is reasonable. Faculty Notification Forms are completed for those courses impacted and requiring faculty notification.

Faculty Notification Forms will list approved accommodations. It is the student's responsibility to take these to the instructor(s). For Distance classes with no on-campus orientation, OAS will forward the Faculty Notification Form after the student has signed and returned it to OAS. Both student and instructor signatures are required. If faculty have any suggestions or questions regarding the accommodations, they should contact the OAS Coordinator. Faculty are encouraged to follow the recommended accommodations as outlined by OAS until the dispute is resolved. Any changes would be discussed with the student.

Once services/accommodations are implemented, the student may discontinue their use at any time. 

Faculty are encouraged to collaborate with the student and OAS in devising the most appropriate accommodations allowing equal access to the coursework without lessening the course/program integrity.

STUDENTS SHOULD NOTIFY THE OAS COORDINATOR IMMEDIATELY OF ANY DIFFICULTIES ENCOUNTERED WITH ARRANGED ACCOMMODATIONS.

RECORDS MANAGEMENT

Students should bring disability documentation only to the OAS office, due to its confidential nature.

OAS files are retained for a period of five years of inactivity (defined as receiving no services). At that point, the entire record may be shredded.

The Office of Accessibility Services recognizes the sensitive nature of the documentation. If institutional personnel have a legitimate education interest in the file content, the OAS Coordinator may share pertinent information without getting prior consent from the student. Confidentiality is not maintained in the case of child abuse or suicidal or homicidal intent. Any actions or verbalizations/indications of intent to harm will be referred to campus security.

DOCUMENTATION GUIDELINES

Required Documentation for a Learning Disability

These documentation requirements, based on the Association of Higher Education and Disabilities (AHEAD) guidelines, are used to determine eligibility under the Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973. An IEP, SOP or 504 Plan is insufficient documentation.

1. Credentials of the evaluators. Professionals conducting assessments and diagnosing specific learning disabilities must be qualified to do so and have no personal relationship with the individual being evaluated. Trained, experienced, certified licensed psychologists, learning disability specialists, neuropsychologists, therapists, etc. are considered qualified to evaluate in this diagnostic area. Reports should be on a letterhead with name, address, phone number and professional credentials of each evaluator and the date(s) of the evaluation.
2. A clear statement of the learning disability must be included in the report. (AHEAD) “Quality documentation …describes how the condition was diagnosed, …functional impact, and progression…of the condition.”
3. Description of diagnostic methodology. (AHEAD) “Quality documentation includes a description of the diagnostic criteria, evaluation methods, procedures, tests and dates of administration, as well as a clinical narrative, observation, and specific results.” It must be age normed with standard scores, percentiles, grade level, etc. The evaluation must include a minimum of one measure of aptitude and measures of achievement in reading, math and written language. Suggestions are listed below.

Most current versions should be used.

• Aptitude:
  • WAIS
  • Woodcock Johnson Tests of Cognitive Ability
• Achievement:
  • The WRAT is not acceptable as a sole measure of achievement.
• Reading
  • Woodcock Johnson Tests or Reading Achievement
  • Wechsler Individual Achievement Test (WIAT)
• Mathematics
  • Woodcock Johnson: Tests of Math Achievement
  • WIAT
• Written Language
  • Woodcock Johnson: Tests of Written Language
  • WIAT
  • Tests of Written Language (TOWL)

4. Current Functional Limitations. (AHEAD) “….documentation is thorough enough to demonstrate whether and how a major life activity is substantially limited….by providing a clear sense of the severity, frequency and pervasiveness of the condition(s).” The report needs to include:
   • Evidence of the impact
   • Current functioning
   • Analysis of the data supporting the diagnosis

5. The Office of Accessibility Services is responsible for determining reasonable accommodations at the post-secondary level with the student/faculty. The evaluator may include recommendations for accommodations; however, the college is not obligated to provide them solely because they are included in a report.

Documentation should be submitted to :

Office of Accessibility Services/Coordinator
St. Charles Community College
4601 Mid Rivers Mall Drive
Cottleville, MO 63376
FAX: 636 922-8588