Accessibility Services Handbook
This handbook serves as your guide to disability-related issues at New Mexico Highlands University. It describes services provided, important policies and procedures, and offers assistance in dealing with areas of concern for students with disabilities. Students with disabilities are strongly encouraged to read and understand the information contained in this handbook. A thorough knowledge of the contents will significantly enhance your educational success while at Highlands. Parents, faculty, and university staff will also gain value from the content of this manual. Alternate forms of this handbook can be procured from the ACCESS office using the contact information on the back cover.
Notices:
Legal Notice: policy, procedures, and services provided and implemented by the ACCESS office are in compliance with the Americans with Disabilities Act (ADA) of 2004, the Vocational Rehabilitation Act of 1974 (as amended), and other laws governing the disabled. The ACCESS office also adheres to the professional code of conduct adhered to by the Association of Higher Education and Disability (AHEAD).
Individuals have a right to file a complaint with the Office for Civil Rights (OCR) of the Department of Education. The address of the OCR Regional Office that covers New Mexico is Office of Civil Rights/ED, 1244 Speer Boulevard, Suite 31 or Denver, CO 80204-3582. Telephone: 303.844.5695, FAX: 303.844.4303, email: OCR.Denver@ed.gov.
Confidentiality Notice: as an ethical matter, the ACCESS office places the highest priority upon maintaining confidentiality of all personal information in its care. We are aware of the fact that individuals with disabilities still face misunderstanding and discrimination. Student records in the possession of the ACCESS office are governed under the legal requirements of the Family Educational Rights and Privacy Act (FERPA). This law prevents release of student information to individuals outside the university unless explicit consent is given by the student.
Note that confidential information may be shared with university employees outside of the ACCESS office if deemed necessary to ensure the successful implementation of accommodations or to respond to a student grievance or appeal. Full information about FERPA can be found on the web site of the U.S. Department of Education.
Conduct Notice: students with disabilities are held responsible for the same university standards of conduct as students without disabilities. This includes attendance and arriving to class on time unless specifically deemed necessary by official documentation and/or if specific situations arise. The existence of a disability, in and of itself, does not excuse behavior that is in violation of the student code of conduct. This code of conduct is located in the student handbook and is included in this handbook by reference. Students found in serious violation of the code of conduct may be refused future services.
Overview of Services:
The Office of the ACCESS office is the primary point of contact; this includes main campus and off-site campuses.
At Highlands, the ACCESS office does not normally provide accommodations directly. Rather, the ACCESS office coordinates academic accommodations with appropriate university departments and employees; advises faculty, staff, and management on disability issues; and advocates on issues of concern to students with disabilities. The ACCESS office also advises students on academic, career, and transitional issues and provides referrals where appropriate.
Disability-related assistance for employees, including EEO related matters, is handled by Human Resources.
Vision, Values, Mission, and Goals:
Vision: students with disabilities have a right to equal access and opportunity to learn and achieve based on their innate abilities and not be judged solely on the basis of a disability.
Values: The ACCESS office refrains from overbearing interventions, for such are the roots of oppression and discrimination against people with disabilities.
Mission: to coordinate the provision of reasonable accommodations and related disability services; to advocate responsibly for an accessible and hospitable learning environment through removal of informational, physical, and attitudinal barriers; to promote student self-determination and personal responsibility.
Goals: “to fully integrate the disabled into the intellectual and social life of the campus community, including compliance with the requirements of the Americans with Disabilities Act.” Highlands Strategic Plan Action Item A.6.8., adopted December 2003.
Advocacy:
At the college level, students must become their own disability advocates and learn to negotiate with faculty, staff, and administrators. Students do not have to disclose specific information about their disabilities to instructors or university administrators. Any questions about the appropriateness of an accommodation can be directed to the ACCESS office. Faculty and staff need to recognize that many students find disclosing their disability threatening and difficult. This is especially true of freshmen, newly diagnosed students, or students with an acquired disability who have not had to explain it at the high school level.
How to Access Services:
The ACCESS office exists to serve. Students wishing to access services provided by the office must abide by the policy and procedures outlined in this manual. The goal of such policies and procedures is to implement a system and process that promotes the educational success of students while they are at Highlands is fair for all students and is consistent with institutional, professional and legal guidelines.
Students with disabilities are not required to register or identify themselves in any way unless they wish to receive accommodations/services. Students requesting academic accommodations must provide current medical documentation of their disability and meet with the Coordinator of Accessibility Services in the ACCESS office. Students who wish to receive general academic support such as academic advising, career advising, and/or other like services should contact the ACCESS office for either an appointment or a referral. Students with a complaint or grievance should follow grievance procedures on page 17 of this manual.
The ACCESS Office of Accessibility Services is in the:
Student Union Building: Suite 311
Room 312
Phone: 505-454-3250
Email: ACCESS@nmhu.edu
It is the responsibility of the student to disclose a disability, to provide appropriate
documentation from a qualified professional who will identify the disability and make recommendations for accommodations.
Definition of a Disability:
The primary definition of a disability is, “a physical or mental impairment that substantially limits one or more of [a person’s] major life activities: The definition includes, “[having] a record of such impairment,” or, is regarded as having such an impairment.”
Documenting Your Disability:
Accommodations are provided only to students who have current and appropriate clinical documentation of their disability on file with the ACCESS office.
Documentation of a disability cannot be older than three years from the date of the evaluation/ diagnosis. A new evaluation must be completed prior to accommodations being approved.
Deadlines:
Students wishing to receive accommodations must completely document their disability with the ACCESS office before the drop/add deadline for the fall and spring semesters. Please check academic semester course schedule for dates. For summer and other sessions, students must document their disability before the first day of regular classes for that session. Students are strongly encouraged to document their disability and meet with the Coordinator of Accessibility/ACCESS office as early as possible to ensure that the appropriate accommodations are in place before classes begin. The ACCESS office asks that students set up requests for the academic semester at least 3 weeks prior to the start of the semester. Please allow 7 days for accommodation requests to be processed. Accommodation requests will not be processed two weeks prior to the end of the academic semester.
Accommodations Provided:
Accommodations are provided to meet the requirements of the ADA and Section 504 and to equalize the opportunity for success by minimizing the impact of the disability.
Accommodations provided to students are as varied as the myriad ways people experience disability. All accommodations reflect the reality that two people with similar medical diagnosis may experience their disabilities in unique ways. There is no set of accommodations that apply to every student or every situation. Accommodations provided to a student are based upon the medical documentation provided by the student and, where necessary, discussion with medical providers. Whenever practicable, it is the policy of the ACCESS office to meet with the student and discuss each personal situation before approval of accommodations is made.
Please note that it is the practice at Highlands University to provide in-classroom accommodations to a student on a semester-to-semester basis. Students are given the latitude to determine whether or not they wish to take advantage of an authorized accommodation at any particular time or place. Students must request accommodations each semester and provide a current copy of their class schedule.
Students are strongly encouraged to meet with their professors to discuss how accommodations will be implemented in the parameters of the class and course structure. Typical accommodations are discussed further in the following section. Please note that tutoring services are never considered an academic accommodation. However, students with a documented disability may take advantage of tutoring services that are provided to all students at Highlands.
Accommodations must be within reason and not every request may be filled. The following may be considered unreasonable accommodations: a change in course requirements, fundamentally alteration of the nature of the program, an undue financial or administrative burden, and/or pose an appreciable threat to personal or public safety. The university is not required to provide items that are considered personal that could be needed in accomplishing daily activities both at school and elsewhere, such as a wheelchair, hearing aid, etc.
Testing accommodations are the most frequently requested academic accommodation.
Because of its potential impact on academic integrity, it is also the accommodation evaluated most carefully by the ACCESS office. Even when recommended by ethical professionals, requests for testing accommodations are never automatically approved, The ACCESS office strives to find the level of accommodation that ensures academic integrity while allowing the student a fair opportunity to be successful. Common modifications include extra time for exams, a quiet and separate room for exams, and scribes.
Other accommodations may be made based on the student’s unique situation.
- Housing accommodations can be requested due to medical need and supportive documentation from medical provider.
- Emotional Support Animals (ESA) accommodations can also be supported with the appropriate medical documentation stating the need for an ESA and the required veterinary documentation (up to date vaccines and verification of spay/neutering).
- Dietary accommodations can be requested on a case-by-case basis, with appropriate medical documentation provided. Dietary accommodations cannot be accommodated due to personal circumstances/opinions, religious reasons or dislike to meal plan. If financial hardship is a request for dietary accommodation, then a request will need to be made to the VP of Student Affairs.
- Adaptive Technology: Highlands University supplies appropriate adaptive technology to students with disabilities. Such technology includes CCTVs, hearing equipment, speech-to-text and text-to-speech software, and usable print materials. The main location for this equipment is in Donnelly Library. Adaptive technology is also located at other places on campus. Contact the ACCESS office for more information. Students with disabilities are not required to register with the ACCESS office to use adaptive technology located in areas generally accessible to the public.
However, if students need such equipment as part of an in-class accommodation, they must follow the procedures and meet the deadlines outlined in the Academic Accommodations section of this handbook. If equipment is checked out to a student, that student must assume financial liability for loss or damage to the equipment.
- Interpreter Services: The ACCESS office provides sign language services for students who are deaf or hearing impaired. Interpreting will be provided through RGC Access. Request for scheduled services should be in a timely manner to ensure interpreters’ availability.
- Note Taking: Note taking software is available to students who qualify for note taking accommodation. The GLEAN app. is assigned to student for use to record class lectures and provide note taking supports.
- Audio Books: Book share software is assigned to student for use to utilize audio textbook that is downloaded within book share.
- Extended time on assignments/quizzes/exams: Students can request extended time on assignments/quizzes/exams within course syllabus parameters and with instructor communication and support.
- Variance from Degree Requirements: The main goal of academic accommodations is to provide the student with the assistance to succeed at the regular university curriculum. However, there are times when the student’s functional limitations may make success in a particular course extremely difficult. In such a case, the student may request a waiver of a university or department course requirement. This is known as an academic appeal – the responsibility for initiating an appeal lies with the student. The student must follow the procedures outlined in the university’s student handbook. The ACCESS office can assist and advise the student during the appeals process. However, it is important to realize that the ACCESS office does not approve student Approval lies with senior administrators in conjunction with faculty advice. Please note that under the law, approval of academic appeals is always at the discretion of the university, assuming the course requirement is valid in the first place.
- Accessible Parking: The ACCESS office does not authorize, or issue permits to park in parking spaces reserved for individuals with disabilities. Students parking in reserved parking spaces must possess a state-issued license plate, decal, or placard that identifies them as an individual with a disability. Parking regulations are enforced by university police and complaints regarding code enforcement should be directed to them.
- Other accommodations possible include attendance adjustment and lateness to class, priority seating, room reassignments, and large print text.
- Transitional Counseling: The college and university environment is very different than K-12 schooling or the world of work. Transitional stress impacts all students but can be a special challenge for individuals with disabilities. Changes in academic, physical, and social environments create stress and tensions in addition, there is a significantly increased level of responsibility placed on the individual student. Students who manage their transition well stand an increased chance of graduating with their degree. The ACCESS office provides transitional counseling to students and potential students at Highlands University. In particular, the ACCESS office works with students to become aware of the differences between the academic environment and other social environments; assist students in developing the skills to negotiate and manage their new environment successfully; and, develop into individuals who are independent self-advocates the ACCESS office also works with K-12 staff and community service providers to assist students in adjusting to life in higher education.
Grievances: Should a dispute arise between a student and a faculty or staff member, the student should attempt to resolve the matter with the other party directly, if possible. If the student is not successful, they should bring the matter to the attention of the Coordinator of the ACCESS office.
The ACCESS office will attempt to resolve the complaint informally. If the student still does not receive satisfaction, they should follow the grievance procedures outlined in the official Highlands Student Handbook. If the student’s complaint is against the ACCESS office, the student should file a report with the VP of Student Affairs and or Title IX office Coordinator.
Frequently Asked Questions:
- Will the university provide the same services and modifications as the high school IEP?
The IEP is specific to K-12 education. Accommodations in higher education are determined by disability documentation and substantial limitation due to the existence of a disability, Some services provided in K-12 education may be inappropriate in higher education (e.g., shorter assignments/exams). Determining the availability of accommodations in college is not based on whether an IEP existed in high school. An IEP can never be used as the sole means to document a disability.
- Is the ACCESS office responsible to provide tuition and fee waivers for students with disabilities and help with the cost of books?
No. Financial aid and scholarships may be available through the Financial Aid Office located in the Felix Martinez Building. Other resources include the N.M. Department of Vocational Rehabilitation, New Mexico Commission for the Blind, and other state agencies or federal agencies.
- Will whatever accommodations I say I need/request be provided?
Accommodations are based on disability documentation and substantial limitation of the disability. The university does not make fundamental alterations to classes, degrees or programs of study. Consideration is given to individual preferences (case by case basis). However, it is the institution’s decision, as long as accommodations provided can be shown to be reasonable and equally effective as any the student suggests.
- Are Colleges required to provide one-on-one tutoring?
Tutoring is considered an item of personal nature and, therefore, outside the scope of accommodations. Highlands provides equal access to the same tutoring provided to all students. Students should contact Student Support Services for more information on available tutoring services.
- Whenever accommodations are requested, can the previous exams/assignments be changed if necessary?
The obligation to provide an accommodation begins at the point a request is made. Reasonable notice is required from the student to request accommodations (e.g. books on tape); although a good faith effort is expected by the institution to provide them in a timely manner. Accommodations are not retroactive.
- Since I provided the other college with documentation about my disability, do / just need to bring the accommodation list to the college to which I am transferring?
Each college is permitted to establish their documentation guidelines/requirements, accommodations provided at one institution do not obligate another institution to the same. Each institution of higher education is required to make its own informed judgment.
Suggestions/recommendations for Instructors:
Instructors should not make accommodations without first consulting with the ACCESS office, nor should instructors accept or review medical or psychological reports if offered them by a student to support a request for accommodation. Instructors should not make accommodations without first consulting with the ACCESS office, nor should instructors accept or review medical or psychological reports if offered them by a student to support a request for accommodation. Students should be referred to The ACCESS office to meet with Coordinator of Accessibility Services for a review of these documents, and to determine eligibility for services and accommodations.
It would be exceptionally useful if instructors would make an announcement in class and have a statement in your syllabus to the effect as follows:
In accordance with federal law, it is university policy to comply with the Americans with Disabilities Act (ADA). If you believe that you have a physical, learning, or psychological disability that requires an academic accommodation, contact The ACCESS office-Coordinator of Accessibility Services- by phone at 505-454-3250, via email at ACCESS@nmhu.edu or vytorres@nmhu.edu or visit SUB suite 311- room 312 on the main campus.
If you need this document upon which this notice appears in an alternative format, you may also contact the coordinator of The ACCESS office.
It is inappropriate to ask a student if they have a disability, nor should an instructor ask the student what’s “wrong” with them. It is also inappropriate to inquire about the details of the disability when presented with a Notification to Instructors/Faculty letter/MEMO, you may privately ask the student how the disability will affect specific tasks required in your class.
Always make sure that your discussions with students are done in private and be aware that many students are very uncomfortable in approaching instructors to discuss their special academic needs.
Instructors should know that accommodations are not retroactive. Instructors do not need to re-administer tests or make adjustments to course activities/grades that have already occurred if the student makes a request late in the semester. Instructor must make accommodations from the date a “Notification to instructors” letter/Memo is received.
Specific modalities for working with specific disabilities (i.e. learning disability, deaf, hard of hearing, blind or visually impaired, etc.) are available at the ACCESS office.
ACCESS Office:
Coordinator of Accessibility Services:
Contact: Vanessa Y. Torres, M.Ed.
Ph: 505-454-3250
Email: ACCESS@nmhu.edu or
Location: SUB suite 311-Room 312