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Faculty Accommodations Glossary

Student Accessibility Services Office of Student Life and the Dean of Students

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Student Accessibility Services
Brownsville - BMSLC 1.107 Ph. 956-882-7374 Fax 956-882-7861 Edinburg - University Center 108 Ph. 956-665-7005 Fax 956-665-3840
Email: ability@utrgv.edu
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Accommodations Glossary

Professors and students, please note the following:

  • Accommodations are not intended to reduce academic requirements or fundamentally alter the curriculum.
  • Accommodations are not retroactive.  Accommodations are valid on the day the professor receives the letter of accommodation from Student Accessibility Services (SAS).
  • Accommodation letters are valid for one semester and must be requested by students each semester. ( Exception: Accommodation letters for students enrolled in the UTRGV School of Medicine are valid for one academic year.  However, new accommodations can be added by SAS at any time during the academic year according to departmental procedures). 
  • Last-minute student requests for accommodations that need advance planning time may pose barriers to the provision of accommodations for a particular test/exam or course assignment.
  • For questions related to accommodations, please contact SAS (Edinburg: 956-665-7005; Brownsville: 956-882-7374).


Note: This glossary does not include all possible accommodations. Each accommodation is approved on a case-by-case basis.

 

  • Allow students to have drink/food in class (except where prohibited, e.g. science labs)

    • The student may require food or drink in class. If this is a disruption or prohibited due to the classroom environment professor can allow students to step out to eat and drink for a short period.

  • Allow students to work independently on assignments that are originally designed as group projects.

    • The student may require independent study for group projects.

  • Alternate format: Alternate format textbook

    • A student is responsible for submitting an Alternative Format Request through the mySAS portal for the upcoming semester.  The form should be submitted 4 weeks prior to the start of the semester. The process to create an alternate format takes time. Therefore, all materials will be processed in the order in which requests are received by SAS. Students are responsible for complying with all alternate format procedures.  IMPORTANT:  A 4-to-6-week processing time from the date of the student's request is typical, but could be longer based on the availability of materials and the number of requests submitted to SAS at any given time.  Students are strongly encouraged to submit requests in a timely manner.

  • Alternate format: Class materials

    • If course materials need to be converted to an alternate format, the student is responsible for submitting an Alternative Format Request (Course Material) and uploading a copy of the course material requested at least 4 weeks prior to the start of the semester. All requests will be processed in the order in which they are received by SAS on a first-come, first-served basis.

  • Arrange for alternative method(s) that you and the student agree upon, for oral communication requirements (e.g. written communication that might be shared with the class or one on one presentation with Professor)

    • A student may not be able to speak orally for various reasons. The professor will decide the alternative method the student can use to meet oral communication requirements. When in-class participation is required, the professor may request the student to write an essay in lieu of speaking in class or to send e-mails to the professor after each class period summarizing what they have learned.

  • Attendance Consideration: For students whose disabilities require attendance consideration, SAS will review the course syllabus and/or communicate with faculty in order to determine the essential curriculum requirements, as well as the nature and structure of the course.  In addition, SAS will consider the functional limitations related to the student’s disability and how additional absences will impact the student’s ability to progress in the course.  The number of disability-related absences will be noted on the student’s Accommodation Letter.

    • If it is thought that attendance can be justified as an integral part of how the course is taught and/or how learning is to be demonstrated and measured, there can be a point at which disability-related absences cannot be reasonably accommodated.
    • If the maximum number of allowed absences is exceeded during the semester or module, the instructor should notify SAS to discuss an appropriate course of action (i.e. student will be granted an incomplete if appropriate; the student will be advised to withdraw from the course; the number of absences allowed will be reviewed, etc.). SAS should be informed as soon as possible, so SAS staff can work with the instructor and student to come to a reasonable solution.

  • Avoid requiring students to speak aloud in class unless improved speech, language acquisition, and class participation in the course objective.

    • The professor should provide an alternative assignment when required for the course, to replace reading aloud in class.  This may include 1-to-1 communication with the professor and student so that students may demonstrate course knowledge.

  • Captions for all videos. Instructors: If media is not captioned, contact SAS 3 weeks in advance.

    • All course materials that include an audio portion should be captioned. If captioning is not already integrated with the audio or video material, a transcript of the audio must be provided to the student before the media is used. Inaccessible materials cannot be assigned as a course requirement. 
    • Often acceptable captioned educational materials can often be found on the internet.

  • Course Assignment Deadline Consideration: 

    • Course Assignment Deadline Consideration: This accommodation is intended for use on an occasional basis and is not a “blanket” approval for assignments throughout the entire course.
    • SAS promotes positive time- and project-management skills, as well as effective decision-making. Students must factor in the reality of their own personal situations and use time effectively to complete assignments. 
    • Students should communicate with professors with adequate notice (i.e. 48 hours prior to the assignment deadline) before each use of this accommodation. There may be an occasion where a student’s disability does not allow for advance notice. In such cases, the student should communicate with SAS, staff in a timely manner.
    • Assignments cannot be submitted whenever desired. Students are required to complete all assignments prior to the end of the semester or term.
    • Accommodations are not retroactive. Missed assignments that occur prior to the instructor receiving the accommodation letter are not covered under the accommodation process. SAS recommends that those missed assignments be handled in accordance with the course assignment policy.

  • Dining Accommodations

    • Dining accommodations can be provided to students with food allergies. Students requesting dining accommodations must register with Student Accessibility Services and complete the intake process. Students are required to provide documentation of food allergies. Once completed, SAS will inform dining services and initiate the process for reasonable accommodations. Dining services can provide ingredient lists for foods served and are available upon request. It is important for students to be aware that all retail locations on campus are considered areas that may contain allergens such as peanuts, milk, egg, wheat, soy, etc. Students should use caution when selecting items at these locations.

  • Face student when lecturing and speaking.

    • The student requires a facial view of the professor when lecturing and/or speaking as the environment permits.
    • A good practice for all students is to repeat the question in large groups.

  • Furniture

    • For furniture accommodations, the student is responsible for completing the Accessible Furniture Request form. The form is located at the SAS office.  After the student completes the form, the furniture requested will be placed in the classroom. Please allow a 72-hour  period for furniture to be relocated to the assigned classroom(s).  Students may complete an informal request by emailing SAS at ability@utrgv.edu Students must include the request location (i.e., room number, description of the location in the room) and type of furniture to be relocated, moved, or placed in their email communication.

  • May take short, frequent breaks.

    • The student is allowed to step out of the class for short breaks, as defined in the student’s accommodation letter.

  • Memory Aid / Cue Sheet

    • For students with an approved cue sheet accommodation, instructors should allow the student to use an appropriate and relevant formula card, keyword list, etc.  IMPORTANT: A cue sheet is not intended to include content that will be directly assessed, but rather, prompts such as keywords, or mnemonics to assist the student with recall. Students approved by SAS for this accommodation are allowed to test at the SAS Testing Center. The student is responsible for submitting an Alternative Testing Agreement Request to SAS at least 5 business days prior to the scheduled test date, according to SAS Procedural Guidelines.
      • The student is required to submit a draft cue sheet to the instructor for approval 7 business days prior to the exam.
      • Prior to testing at SAS, the cue sheet must be signed by the instructor and submitted to SAS by the student or instructor prior to the scheduled exam time or along with the exam (submitted by the instructor to SAS).
      • The cue sheet will be returned to the instructor by SAS, along with the student’s completed exam.
    For additional information, please review Memory Aid As An Accommodation

  • Personal Care Attendant (PCA) may accompany the student. The attendant will not participate in or disrupt the instructional process. The student is responsible for discussing the presence of the attendant with the professor.

    • The student requires the services of a Personal Care Attendant (PCA) who may, or may not, be present in the classroom.  It is the student’s responsibility to obtain a PCA and to communicate with professors regarding the PCA’s presence in the classroom.  The PCA is required to follow UTRGV SAS procedures for PCAs.  As required, the PCA may assist with a student’s personal care needs in the classroom but may not assist with academic needs. It is not the responsibility of the PCA to be an academic advocate. The PCA is expected to allow the student to take responsibility for his/her own actions, refrain from speaking on behalf of the student, and discuss confidential information with others.

  • Preferential seating

    • Preferential seating means that a student is seated in a location that is most beneficial for his/her learning in the classroom allowing the student to see, hear, pay attention to, or participate in activities in the same ways as his/her peers.

  • Sign language interpreter (provided by SAS).

    • Once approved for accommodation for a sign language interpreter by SAS, the student is responsible for submitting an Interpreter/CART Request Form for academic and other university activities. 

  • The student may be tardy to class on occasion.

    • It is the student’s responsibility to make arrangements to make up any missed work or obtain notes during the period of absence. This accommodation is intended for occasional use but is not intended as a “blanket” approval for arriving late regularly.

  • The student may have seizures in class

    • Seizure Handout
    • The student may have a seizure in class. SAS will attach a document to the accommodation letter sent out stating the safety procedures to be followed if this is to occur.

  • The student may have a service animal in classroom and campus buildings.

    • A service animal is either a dog or a miniature horse that is individually trained to do work or perform specific tasks to assist a person with a psychological or physical disability. Service animals are distinct from companion animals, emotional support animals, or other assistive animals.

  • Testing: Distraction-reduced testing environment.

    • Student Accessibility Services has a testing center available for students registered with the office. Students are responsible for submitting an Alternative Testing Agreement Request to SAS at least 5 business days prior to the scheduled test date, according to SAS Procedural Guidelines.  SAS will email the instructor to request the test file and proctoring instructions. The instructor can upload the exam through the mySAS portal, email the exam to sastesting@utrgv.edu, or deliver the exam to the SAS office in person.  SAS requires prior confirmation from the instructor for any changes to the exam time or date being requested by the student.

  • Testing: Extended time on exams and quizzes

    • Extended testing time is provided for any type of test given to students, including exams and quizzes. Extended time on testing is typically time and a half.  For example, if a test is scheduled for 60 minutes, a student approved for 1.5x extended time will receive an accommodated test time of 90 minutes to take the test. Extended testing time does not apply to untimed tests or testing windows. The amount of extended time on tests will vary depending on the individual student’s specific disability.  Therefore, instructors should review each student's accommodation letter thoroughly.
    • If the instructor cannot accommodate the extended time for testing in class, the student may test at the SAS Testing Center.
    • In such instances, the student is responsible for submitting an Alternative Testing Agreement Request to SAS at least 5 business days prior to the scheduled test date, according to SAS Procedural Guidelines. The student should schedule the test for the same date and time as the class. 
    • IMPORTANT: Instructors should not determine, nor adjust, the amount of extended time.  Rather, instructors should hold to the time identified in the student’s accommodation letter.  If the instructor believes the amount of time should be adjusted, please contact SAS for discussion.
    • Extended testing time does not apply to untimed tests.

  • Testing: No Scantron (Allow student to write on exam or SAS may provide a scribe to fill in responses).

    • Professor can allow students to write on the exam or a scribe will be provided by SAS to mark the Scantron with the student’s responses.

  • Testing: Use of 4-function calculator on a math test and quizzes (unless testing calculation skills).

    • The student may use a 4 function calculator.

  • Testing: Use of computer with dictation software (e.g. Dragon Naturally Speaking) for written quizzes and essay tests. Students are responsible for submitting an Alternative Testing Agreement Request to SAS at least 5 business days prior to the scheduled test date, according to SAS Procedural Guidelines.

    • Students approved for this accommodation may request a computer for tests. Using a computer allows these students the opportunity to avoid physical fatigue and/or to provide legible and organized responses to essays.  Students making such a request may test at the SAS Testing Center or utilize a personal computer in the classroom which is pre-approved by the instructor.  Computers in the SAS Testing Center allow for word processing and assistive technology programs to run without Internet access.  The first preference for SAS computers is awarded to students who need assistive technology assistance.

  • Testing: Use of word processor during exams and quizzes. (Provided and monitored at SAS Testing Center).

    • This accommodation allows students to use a dictionary or spell check device during exams so that they will not be penalized for basic spelling and grammar errors when they are otherwise able to provide accurate responses to the test questions or prompts.
    • Students approved for this accommodation may request a computer for tests. Using a computer allows these students the opportunity to avoid physical fatigue and/or to provide legible and organized responses to essays.  Students making such a request may test at the SAS Testing Center or utilize a personal computer in the classroom which is pre-approved by the instructor.  Computers in the SAS Testing Center allow for word processing and assistive technology programs to run without Internet access.  The first preference for SAS computers is awarded to students who need assistive technology assistance.
    • Students are responsible for submitting an Alternative Testing Agreement Request to SAS at least 5 business days prior to the scheduled test date, according to SAS Procedural Guidelines.

  • Use of a personal computer during class.

    • When appropriate, a student will be permitted to use a laptop in class to support their note-taking efforts.

  • Use of a scribe.

    • For students with an approved accommodation, a scribe is assigned to assist with writing or otherwise marking responses during tests for students who have limited fine motor ability and/or a vision disability. A scribe may write responses to essay questions or "show work" for math tests but only as verbally directed by the student who is testing. A scribe may also fill in Scantron responses as verbally directed by the student who is testing.  A scribe is not allowed to independently edit, embellish, or otherwise correct a student’s verbal responses to test questions or prompts.
    • Students using scribes may make arrangements to test at the SAS Testing Center. Students are responsible for submitting an Alternative Testing Agreement Request to SAS at least 5 business days prior to the scheduled test date, according to SAS Procedural Guidelines.

  • Use of amplification device.

    • Students may check out an amplification device from SAS.  The devices are available on a first-come, first-served basis. The instructor will utilize a small microphone so that sound will be amplified. The student will utilize headphones/earbuds for listening.

  • Use of audio dictionary.

    • The student may use a talking dictionary for course material.

  • Use of audio recorder in class/recording of a classroom lecture.

    • Students registered with SAS and who have a qualifying disability are provided an accommodation that allows for audio-recording of class lectures, exclusively for their personal study. Lectures recorded, for this reason, may not be shared with others. Recorded lectures may not be used in any way against the faculty member, other lecturers, or students whose classroom comments are recorded as a part of the class activity. The audio recording agreement form must be signed by the student in mySAS prior to recording lectures. 

  • Use of auditory calculator.

    • Provides auditory feedback of math calculations entered into the calculator.

  • Use of CART (Communication Access in Real-Time) services in class.

    • Students will be using a captionist via the Internet who will transcribe classroom instructions, lectures, and conversations in real-time.

  • Use of color overlay.

    • The student may request a color overlay from SAS.

  • Use of language/spelling aids for written classroom assignments.

    • The student requires an assistive aid in the form of a thesaurus, dictionary, or similar for classroom assignments.

  • Use of magnification device.

    • The student requires specialized equipment for magnification of all course material and during lectures.

  • Use of Perkins Brailler for in-class assignments.

    • The student can check out the Perkins Brailler at SAS to utilize for coursework.

  • Use of Smart Pen in class.

    • The student will be allowed to use a Smart Pen in class. The device records lectures and provides an alternative to traditional note-taking. Audio-recorded is to be used exclusively for the student's personal study. Lectures recorded, for this reason, may not be shared with others. Recorded lectures may not be used in any way against the faculty member, other lecturers, or students whose classroom comments are recorded as a part of the class activity. The SAS Audio Recording Agreement form must be signed by the student in the mySAS portal prior to the student recording lectures. Not complying with these procedures may result in a Student Code of Conduct violation.

  • Use of smartphone to record the lecture (Use of phone on tests/exams is not allowed.)

    • The student may use their smartphone for the purpose of recording lectures.  Recordings are to be used exclusively for the student's personal study. Lectures recorded, for this reason, may not be shared with others. Recorded lectures may not be used in any way against the faculty member, other lecturers, or students whose classroom comments are recorded as a part of the class activity. The SAS Recording Agreement form must be signed by the student in the mySAS portal prior to the student recording lectures. Not complying with these procedures may result in a Student Code of Conduct violation.

  • Use of smartphone to take photos of notes or slides onboard/screen OR provide the student with copies of notes and slides when possible. (Use of phone during testing is not allowed.)

    • Students with various disabilities may not be able to write notes from the board or the screen. This accommodation allows the student to use their smartphone to take photos of the board in an unobtrusive manner, i.e., with the sound turned off and taking the photos from their seat. The student is allowed to use this accommodation during a class lecture.

  • Volunteer note taker

    • A volunteer note-taker who takes quality notes ensures that students with disabilities have equal access to course content. Students approved for this accommodation are responsible for completing the Note-taking Services Request for each course.
    • Please see tutorials for the volunteer note-taker process located via this link: https://youtu.be/lnhLJ1P4FhM

Effective October 11, 2021

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