Academic & Other Accommodations Policy and Procedures

Students with documented disabilities may request accommodations in the structure of a course or courses either prior to or after their admission to the College. The responsibility for initiating such requests always rests with the student. Students with disabilities who wish to begin the semester with course-based accommodations must submit appropriate documentation of the disability to the Director of the Student Success Center/Tutoring one week prior to the beginning of the semester. The Director will review the documentation, confer with the appropriate Academic Dean or Director when necessary, and will then inform the student which accommodations and support services are appropriate and reasonable.

Reasonable accommodations are those that do not fundamentally alter the essential nature of the course, curriculum or program and do not result in an undue administrative or financial burden for the institution.

Steps for Receiving Academic Accommodations:

1. Present appropriate disability documentation to Director of the Student Success Center/Tutoring (e.g. a recent psychological evaluation).
2. The Director of the Student Success Center/Tutoring will have one week to review the documentation to determine if the student has a disability that would allow for reasonable accommodations. The Director may also choose to confer with the appropriate Academic Dean or Director to ensure that a proposed accommodation would not fundamentally alter the essential nature of the course, curriculum or program.
3. The student must schedule a follow-up meeting with the Director of the Student Success Center/Tutoring one week after submitting the documentation.
4. The student will review and discuss reasonable accommodations with Director of the Student Success Center/Tutoring.
5. During the meeting, the Director of the Student Success Center/Tutoring will sign and present the student with the accommodation form(s).
6. The student will sign the accommodation form(s) in the presence of the Director.
7. The student will present accommodation form(s) for faculty signature(s). The Director does not notify the faculty of accommodation requests, decisions or the nature of the student’s disability.
8. Once the Director of the Student Success Center, student, and faculty member have signed the accommodation form, the student must bring the signed accommodation form(s) back to the Director of the Student Success Center. A copy will be kept in a confidential file for verification purposes.
9. The student will work directly with the faculty member to arrange for accommodations (for instance, if a student receives extended time in a distraction-free environment for testing, the student and faculty member will determine when the test will be available in the Success Center.)

The above process must be followed each semester for the student to receive accommodations in a course. It is the responsibility of the student to request accommodations.

The Student Success Center/Tutoring will also arrange need-based academic support services outside the classroom. All specific course-based accommodations should be established at the beginning of each academic term. It is the responsibility of the student to contact the professor to arrange for the necessary accommodations. Accommodations set at the beginning of the term may be adjusted on an as-needed basis.

The common types of academic accommodations available to students in specific courses and outside the classroom may include, but are not limited to, the following:

• In Class: a tape recording of lectures, use of a note-taker, seating location, extended time for assignments, use of a computer for written work, and/or physical access.
• For Examinations: extended time, private room, and/or use of the computer in an environment with reduced distractions.
• Outside of the Classroom: tutoring, learning strategies instruction, reduced course load, and/or the use of approved computer software.

Modifications in Academic Requirements
Students with documented disabilities may request modifications in academic requirements as are necessary to ensure that such requirements do not discriminate against students with disabilities, or have the effect of excluding students solely on the basis of disability. Modifications may include changes in the length of time permitted for completion of degree requirements, reduced course loads, substitution of specific courses for degree requirements, waivers of specific requirements, and/or utilization of the pass (P) grade, with a passing grade consisting of a D or higher, in courses where a disability has a discriminating effect.

Students requesting modifications in academic requirements must submit a written request to the Vice President for Academic Affairs complete with the appropriate documentation of the disability. The College’s guidelines for reviewing all requests for modifications are as follows:

1. The academic requirement modification must be directly related to the student’s documented disability.
2. In cases involving courses for the degree, the student must pass an authorized substitute course or requirement. The Vice President for Academic Affairs, in consultation with the appropriate School and/or department chair, must approve all such modifications, and the Curriculum Committee must approve waivers of degree requirements.
3. In cases where students have been approved to take courses on the modified pass/fail basis, the Vice President for Academic Affairs will notify the Registrar in writing of this modification.
4. Grades earned in courses identified as affected by a specific disability and attempted before the disability was diagnosed and/or confirmed by the Vice President for Academic Affairs may be converted to the pass (P) grade, and the grade-point average may be adjusted at the request of the student and with the approval of the Vice President for Academic Affairs. The Vice President for Academic Affairs will consult with the faculty member who recorded the original grade to verify that clear evidence exists to support the student’s claim that the disability, rather than other factors, directly interfered with the student’s ability to perform on an equal basis with other students in the course. This policy will not apply to students diagnosed with disabilities after they have completed the degree.

Anna Maria College, in compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act, accepts students with documented disabilities who can successfully pursue the College’s academic program. Anna Maria recognizes its responsibility to provide individuals with documented disabilities equal access while maintaining the standards that are essential to the academic program. This policy applies to all Anna Maria College students.

The Director of the Student Success Center/Tutoring, Dennis Vanasse, is Anna Maria College’s academic accommodation coordinator. Dennis Vanasse may be found in Trinity East, first floor, (508) 849-3372, dvanasse@annamaria.edu.

The Director of Health and Counseling Services will review meal and housing plan accommodation documentation, in consultation with Jessica Eckstrom, the Director of Residence Life. The Director of Health and Counseling Services may be found in the Health Services Center or by calling (508) 849-3458. Jessica Eckstrom may be found in the Bishop Flanagan Campus Center, (508) 849-3271, jeckstrom@annamaria.edu.

Admission
Anna Maria does not discriminate on the basis of disability in the admission process. If an applicant believes his or her disability has had a negative impact on high school grades and test scores, and that the scores do not reflect the ability to do college work, the student may choose to disclose and explain that to the admissions officer.

Anna Maria College has adopted this grievance procedure to assist in facilitating resolution of complaints alleging disability discrimination in violation of Section 504 of the Rehabilitation Act of 1973 (“Section 504”).  The College has designated Dennis Vanasse, Director of Student Success Center, as the College’s Section 504 Coordinator. Dennis Vanasse may be found in Trinity East, first floor, (508) 849-3372, dvanasse@annamaria.edu.

The College strives to provide prompt and equitable resolution of complaints alleging action prohibited by pertinent federal and state disability anti-discriminatory laws.  Complaints of discrimination or harassment based on disability shall proceed under this Section 504 Policy/Procedure, and complaints of discrimination on other bases will be handled under other appropriate policies of the College (e.g., the College’s Academic and Other Accommodations Policy/Procedure, Hate Crime, Discrimination & Bias Incident Policy, Protected Class Harassment Policy, Student Code of Conduct, College Code of Ethics, Whistleblower, Title IX, Retaliation, Faculty Handbook and/or Employee Guidelines).  

An individual may: (i) attempt to resolve the matter informally; or (ii) immediately file a formal grievance, at the option of the individual, by utilizing the processes identified below.

Complaints: Initial Discussion and Informal Resolution
An individual with a complaint or concern relating to his or her disability should first discuss the matter orally with the appropriate responsible office and official listed below who will attempt to resolve the individual’s concern:

Academic Related Complaints
For students in the School of Liberal Arts and Sciences, the College has designated Dr. James Bidwell, Associate Vice President for Academic Affairs. Dr. James Bidwel may be found in Trinity Hall, (508) 849-3367, jbidwell@annamaria.edu.

For students in the School of Professional Studies and the Division of Advanced Studies, the College has designated Dr. Judith Kenary, Associate Vice President for Academic Affairs. Dr. Judith Kenary may be found in Trinity Hall, (508) 849-3352,  jkenary@annamaria.edu.

If the applicable Associate Vice President for Academic Affairs is not successful in achieving a satisfactory resolution in a prompt period of time (that is, generally within seven calendar days), he/she will inform the individual of his/her right to file a formal grievance.

Non-Academic Related Complaints:
For students: The College has designated the Director with the supervision of the area involved in the grievance (e.g., Director of Health Services for health related matters, Director of Student Activities for student activity related, Director of Residence Life for housing or judicial related matters., etc.).  A full listing of the College’s Directors is available on the website.

For faculty and employees of the College and third parties: The College has designated Janice Ruggieri, Interim Director of Human Resources. Janice Ruggieri may be found in Socquet House, (508) 849-3444, jruggieri@annamaria.edu.

If the supervising Director or Interim Director of Human Resources, as applicable, is not successful in achieving a satisfactory resolution in a prompt period of time (that is, generally within seven calendar days), he/she will inform the individual of his/her right to file a formal grievance.

Formal Grievance Procedure:
If the individual chooses to file a formal grievance, the following steps should be followed:

1. The individual shall file a formal grievance within forty-five (45) calendar days after he/she becomes aware of the alleged violation or denial of accommodation.
2. Employees and third parties shall file the grievance with the Interim Director of Human Resources.
3. Students shall file the grievance with the Section 504 Coordinator.
4. The grievance shall be in writing and include the following:
   (i) the grievant’s name, address, telephone number, and e-mail address; (ii) a full description of the problem; (iii) a description of what efforts have been made to resolve the issue informally; (iv) a statement of the remedy requested.

Within fourteen (14) calendar days of receipt, the Section 504 Coordinator or Interim Director of Human Resources, as applicable, or his/her designee (hereinafter referred to as the “Grievance Officer”) shall read the complaint and conduct an investigation.  In undertaking the investigation, the Grievance Officer may interview, consult with, and/or request a written response to the issues raised in the grievance from any individual the Grievance Officer believes to have relevant information, including faculty, staff, and students.  If necessary or requested, the Grievance Officer will interview and/or receive written information from the student, relevant faculty or staff member(s), and other knowledgeable people.  The grievant has the right to ask for information from any individual whom he/she deems relevant to the case.

After completing the investigation, the Grievance Officer shall report his/her conclusions and proposed disposition in writing to the grievant and all other relevant parties.  This transmission will be expected within forty-five (45) calendar days of the filing of the formal grievance.  The deadline may be extended for cause (e.g. reasons related to breaks in the academic calendar).  The final report shall also be provided, where appropriate, to any College officer whose authority will be needed to carry out the proposed disposition or to determine whether any personnel action is appropriate.

The disposition proposed by the Grievance Officer will be put into effect promptly.

The College will take steps to prevent recurrence of harassment and will take steps to correct discriminatory effects on the complainant and others, if appropriate.

Appeals
Within ten (10) calendar days of the issuance of the final report, the grievant may appeal the Grievance Officer’s determination by filing a written request for review to the following Appeal Officer(s), or his/her applicable designee:

Employees and third parties shall file an appeal with the Vice President/Chief Operations Officer. His contact information is:

Michael Miers, Vice President/Chief Operations Officer
Office location: 2nd floor, Socquet House
Telephone:  (508) 849-3416
Email: mmiers@annamaria.edu

Students shall file an appeal with the Vice President for Academic Affairs and the Associate Vice President for Student Affairs.  Their contact information is:

Christine L. Holmes, Ed.D., Vice President for Academic Affairs
Office location: 130 Trinity Hall
Telephone: (508) 849-3359
Email: cholmes@annamaria.edu

Jessica Eckstrom

Bishop Flanagan Campus Center

Telephone: (508) 849-3271

Email: jeckstrom@annamaria.edu.

The written request for review must specify the particular substantive and/or procedural basis for the appeal, and must be made on specific grounds other than general dissatisfaction with the proposed disposition.  Furthermore, the appeal must be directed only to issues raised in the formal complaint as filed or to procedural errors in the conduct of the grievance procedure itself, and not to new issues.

If the grievance involves a decision that is being challenged, the review by the Appeal Officer(s) usually will be limited to the following considerations:

• Were the proper facts and criteria brought to bear on the decision?
• Were improper or extraneous facts or criteria brought to bear that substantially affected the decision to the detriment of the grievant?
• Were there any procedural irregularities that substantially affected the outcome of the matter to the detriment of the grievant?
• Given the proper facts, criteria, and procedures, was the decision a reasonable one?

A copy of the Appeal Officer’s written decision will be expected within thirty (30) calendar days of the filing of the appeal and will be sent to the parties, the Grievance Officer and, if appropriate, to the College officer whose authority will be needed to carry out the disposition.  The deadline may be extended by the Appeal Officer for cause (e.g. reasons related to breaks in the academic calendar). The decision of the Appeal Officer on the appeal is final.

Guidelines
The President may issue guidelines or directives to carry out this Policy and Procedure.

Further Appeal: Office of Civil Rights
If you are dissatisfied with the outcome of the College’s appeal procedures or wish to pursue an alternative to using those procedures, you may file a complaint against the College with Office of Civil Rights or in a court. You may learn more about the OCR complaint process from the brochure “How to File a Discrimination Complaint with the Office for Civil Rights”, which you may obtain by contacting them at the addresses and phone numbers below, or at http://www.ed.gov/ocr/docs/howto.html.

Office for Civil Rights, US Department of Education,
8th Floor, 5 Post Office Square, Boston, MA 02109-3921,
Telephone: (617) 289-0111, FAX: (617) 289-0150, TDD: (800) 877-8339 
Email: OCR.Boston@ed.gov

Lyndon Baines Johnson Department of Education Bldg,
400 Maryland Avenue, SW, Washington, DC 20202-1100,
Telephone: (800) 421-3481, FAX: (202) 453-6012, TDD: (800) 877-8339
Email: OCR@ed.gov

Students with documented disabilities who wish to live in campus housing are encouraged to contact the Director of Health and Counseling Services and the Director of Residence Life, Jessica Eckstrom, early in the housing or admission process to discuss their housing and/or meal plan needs.

Requests for housing and meal plan accommodations must be provided each academic year. In most cases, previously submitted documentation of the disability will be sufficient.

Steps for Receiving Housing and Meal Plan Accommodations:

1. Student provides documentation of disability to the Director of Health and Counseling Services. Appropriate documentation will include a diagnosis and a description of how the requested housing/meal accommodation relates to the ability of the student to use and gain benefit from College housing.
2. The Director of Health and Counseling Services will review the documentation and will discuss appropriate and reasonable accommodations with the student.
3. The Director of Health and Counseling Services will confer with the Director of Residence Life to determine appropriate accommodations when required.
4. The Director of Health and Counseling will notify the student if an accommodations request is granted or denied. The Director of Residence Life will notify the student of room assignment, meal plan determination, and other related accommodations when required.
5. Housing accommodations made for a student with a documented disability shall not be at a cost more than housing for students without documented disability.

Deadlines for housing accommodation applications are as follows:
Incoming students – Fall Housing, June 1st; Spring Housing, January 1st.
Returning students – Academic Year Housing, March 15th.

Late applications will be considered on a case by case basis and accommodations will be considered is space is available.

Meal plan accommodation requests may be made at any time. The College’s policy on refund will be followed if the granted accommodation results in the student’s total removal from the meal plan. Students with relevant documented disability requesting to be exempt from the meal plan entirely must apply for this accommodation by August 1st for the fall semester and December 1st for the spring semester to ensure maximum meal plan credit.

Latex allergy is an immune system reaction to natural rubber latex that is found in most latex gloves and many other medical products. Symptoms of latex allergy can range from mild to severe.

The responsibility of understanding the risks associated with exposure to latex even when reasonable precautions are made lies with the student who has the latex sensitivity.

All students with symptoms of a latex allergy should be evaluated by an allergist for confirmatory testing, treatment and education. If a diagnosis of latex allergy is made, students must take the following steps and understand the following formation:

1. Any student with a diagnosis of latex allergy must provide written documentation from their health care provider, diagnosing the latex allergy (RAST or skin testing is required) to Health Services.
2. A student with a latex allergy is responsible to communicate information about their latex allergy and any necessary latex accommodation requests to the Director of the Student Success Center/Tutoring as well as Clinical Services.
3. A medical alert bracelet should be worn to indicate their allergy.
4. An epinephrine self-injection kit such as Epi Pen must be carried by the individual, in case of latex-allergic reactions.
5. Non-latex gloves (vinyl), will be available in the Skills Lab, and must be used by all latex-allergic individuals.  (Please note: multiple allergies including allergy to vinyl may also occur, and should also be addressed with the student’s health care provider.
6. Powdered latex gloves will not be used in the Skills Lab.
7. Anna Maria College, inclusive of the Skills Lab, is not a latex free environment; therefore the risk of exposure to latex cannot be eliminated.
8. Anna Maria College cannot guarantee latex free environment during clinical rotations.
9. There is a risk of increasing allergic reactions if exposure to high levels of latex allergens continues.

In compliance with relevant law, including Section 504 of the Rehabilitation Act of 1973 (“Section 504”), and the Fair Housing Act (“FHA”), individuals with disabilities who require the use of service or assistance animals as a reasonable accommodation for their disability may be permitted to bring such animals on campus as long as they comply with Anna Maria College’s (the “College”) policies, procedures and rules regarding such animals as stated in this Policy Concerning Service Animals and Assistance Animals in Campus Residence Halls Policy (the “Policy”).

I. Service Animals (Dogs)
A service animal is defined as any dog that is individually trained to do work or perform tasks for the benefit of an individual with a disability. The task must be directly related to the person’s disability.

Students who wish to request a service dog must meet with the Director of Health and Counseling Services to show that the dog is required because of a disability and to confirm what work or tasks the dog has been trained to perform. There is no requirement to provide training certification and there is no requirement to provide a demonstration of services.

While a student need not identify the specific nature of his/her disability, if the need for a service animal is not readily apparent, the College may request additional documentation in support of the request for the purpose of determining whether an animal qualifies as a service animal, namely: (i) that the service animal is required due to the functional limitations of the requesting individual’s disability; and (ii) what work or tasks the service animal has been trained to perform for the benefit of the student.

Upon approval of the request for a resident (on-campus) student, the Director of Health and Counseling will notify the Director of Residence Life. The Director of Residence Life will make a housing assignment in a suitable residence in a hall designated as “animal compatible.” There will be “animal compatible” housing in each style of housing available on campus (freshman housing, suite style housing, upper-class corridor housing), although not necessarily in each residence hall or every floor. There will also be “animal-free” housing wings/floors in each style of housing available on campus.

II. Assistance Animals under the Fair Housing Act & Section 504

The Fair Housing Act (FHA) regulations define assistance animals as an animal that: (i) works, provides assistance, or performs tasks for the benefit of a person with a disability, or (ii) provides emotional support that alleviates one or more identified symptoms or effects of a person’s disability.

A student requesting to have an assistance animal in College housing must meet with the Director of Health and Counseling and provide a written request that includes (i) medical documentation of a qualifying disability (physical or mental impairment that substantially limits one or more life activities) (ii) documentation that the animal requested provides emotional support that alleviates one or more of the identified symptoms or effects of the existing disability and (iii) a statement on how the need for the assistance animal relates to the ability of the student to use and gain benefit from College housing. Please note that all of these requirements must be met for a request to be granted by the College.

A request may be denied if (i) the specific assistance animal in question poses a direct threat to the health or safety of others that cannot be reduced or eliminated by another reasonable accommodation; (ii) the specific assistance animal in question would cause substantial physical damage to the property of others that cannot be reduced or eliminated by another reasonable accommodation.

Upon approval of the request, the Director of Health and Counseling will notify the Director of Residence Life. The Director of Residence Life will make a housing assignment in a suitable residence in a hall designated as “animal compatible.” There will be “animal compatible” housing in each style of housing available on campus (freshman housing, suite style housing, upper-class corridor housing), although not necessarily in each residence hall or every floor. There will also be “animal-free” housing wings/floors in each style of housing available on campus.

III. Rules Governing Service and Assistance Animals on Campus

1. Service Animals
2. No extra deposit will be collected for residents approved to have a service animal on campus, however, the resident will be responsible for any damage or excess cleaning required upon vacating the room.
3. Proof that the service animal meets required local health codes (vaccinations, registration when appropriate) must be presented before the animal is brought to campus. Dogs must have current vaccination against rabies and wear a rabies vaccination tag. Local licensing requirements must be followed. Copies of appropriate vaccination certificates must be presented and kept on file in the Health and Counseling Office and the College may request updated verification regarding a service animal’s vaccinations during the period that the animal is permitted on the College’s campus.
4. The student must be in full control of the service animal at all times. Service animals must generally be leashed or appropriately restrained (harness, cage, etc.) unless the student’s disability prevents the use of a leash or restraints, or the use of one would interfere with the service animal’s ability to be of service.
5. It is the student’s responsibility to ensure that the service animal is healthy and clean. A service animal must be clean and well groomed, and effective measures should be taken at all times for flea control. It is also the student’s responsibility to keep living areas clean and to properly collect and dispose of animal waste.
6. Service dogs permitted under this Policy are permitted anywhere the student has a need to be on campus.
7. Residence hall floors and wings that are designated as animal compatible for certain individuals will be posted as such. Any residents with allergies or other concerns should address those concerns with the Director of Residence Life.
8. The student is responsible for the care and supervision of the service animal. The College is not responsible for the care or supervision of the animal. Failure by a student to properly care for a service animal or to maintain a clean environment may result in the revocation of permission to have a service animal on campus.
9. The College may place other reasonable conditions or restrictions on the service animal depending on the particular facts and circumstances, including the nature and characteristics of the service animal.
10. Violations of the rules applicable to service animals in this Policy may result in the removal of the service animal from campus property, in the sole discretion of the College.
11. Assistance Animals
12. No extra deposit will be collected for residents approved to have an assistance animal on campus, however, the resident will be responsible for any damage or excess cleaning required upon vacating the room.
13. The presence of an assistance animal approved under the FHA guidelines is restricted to areas where the student would normally go while living in the residence hall (i.e., hallways, lounges, laundry room). Assistance animals are not allowed in classrooms, administrative offices, dining halls, athletic facilities or any other non-residential facilities. Assistance animals are not allowed in the common kitchen areas of the residence halls under any circumstances.
14. Dangerous, poisonous, and illegal animals are not permitted as assistance animals.
15. Proof that the assistance animal meets required local health codes (vaccinations, registration when appropriate) must be presented before the animal is brought to campus. Dogs must have current vaccination against rabies and wear a rabies vaccination tag. All assistance animals should have the normal shots required for a healthy animal. Local licensing requirements must be followed. Copies of appropriate vaccination certificates must be presented and kept on file in the Health and Counseling Office and the College may request updated verification regarding an assistance animal’s vaccinations during the period that the animal is permitted on the College’s campus.
16. The student must be in full control of the assistance animal at all times. The assistance animal must be contained within the student’s housing at all times, except as required for transportation off-campus or to eliminate waste. The assistance animal must generally be leashed or appropriately restrained (harness, cage, etc.) while in the student’s housing unless the student’s disability prevents the use of a leash or restraints, or the use of one would interfere with the assistance animal’s ability to be of service.
17. It is the student’s responsibility to ensure that the assistance animal is healthy and clean. An assistance animal must be clean and well groomed, and effective measures should be taken at all times for flea and pest control. It is also the student’s responsibility to keep living areas clean and to properly collect and dispose of animal waste.
18. The College may place other reasonable conditions or restrictions on the assistance animal depending on the particular facts and circumstances, including the nature and characteristics of the assistance animal.
19. Violations of the rules applicable to assistance animals in this Policy may result in the removal of the assistance animal from campus property, in the sole discretion of the College.

IV. Additional Responsibilities
The following list contains requirements that student with a service or assistance animal, must follow:

1. The student is responsible for assuring that the service or assistance animal does not unduly interfere or adversely affect the routine activities of the College housing or other residents. In addition, the student must ensure that the service or assistance animal does not pose a threat to the health, safety, or property of anyone in the College community. If the College determines that the service or assistance animal threatens the health, safety, or property of anyone in the College community, the College will take appropriate measures, up to, and include, a determination that the service or assistance animal may no longer be permitted on campus.
2. The student is financially responsible for the service or assistance animal, including for any bodily injury or property damage caused by the service or assistance animal. The student’s financial responsibility may include replacement of furniture, carpet, window, wall covering, and costs of damage to other College-owned property, or property of others, caused by the service or assistance animal. The student is expected to cover these costs at the time of repair.
3. The student is responsible for any expenses incurred for required cleaning above and beyond a standard cleaning caused by the service or assistance animal. Any such expenses will be assessed after the student and service or assistance animal vacate the applicable College Housing. The College shall bill the student account for unmet obligations.
4. The student must notify the Director of Health and Counseling, in writing, if the service or assistance animal is no longer needed or is no longer in residence or a replacement service or assistance is needed. The College may require additional information, in its sole discretion, consistent with the procedures described in this policy, as applicable.
5. The College may relocate the student and service or assistance animal if necessary to accommodate other residents with a medical condition(s) who are affected by animals, or in other circumstances as deemed appropriate in the sole discretion of the College.

The student must continue to abide by all other College policies, including housing policies. Any violation of this Policy may result in immediate removal of the service or assistance animal from the College.

V. Notice and Education to College Community
Where appropriate in the sole discretion of the College, Disability Services staff may provide notice or offer targeted training to members of the College community most likely to come in contact with an assistance animal.