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Student Disability Access Office

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UNDERGRADUATE STUDENT INFORMATION

Accommodation Procedures

Students who have been approved by the Disability Management System--Student Disability Access Office (SDAO) to receive accommodations and who wish to use those accommodations in a given semester should follow the procedures listed below. Be aware that accommodations must be requested each semester. The time needed to implement accommodations varies. To avoid delays see recommended time frames below for requesting specific accommodations. All arrangements for receiving accommodations are made through the SDAO Disability Specialist (DS). Duke University reserves the right to deny the use of an approved accommodation when the accommodation would change the fundamental nature of a program or pose an undue hardship. If you experience any problems arranging or receiving accommodations, you should contact the SDAO immediately.

Accommodations fall into the following broad categories:

Course-Related Accommodations

  1. Testing Accomodations
  2. Classroom Accomodations
  3. Classwork Support
  4. Housing Accommodations
  5. Transportation Accommodations
  6. Parking Accommodations
  7. Study Abroad Accommodations

Course-Related Accommodations

I. Testing Accommodations

Extended Time

  1. The student must meet with the Disability Specialist.
  2. The student must come prepared with a list of their semester courses and their professors' names and campus addresses.
  3. The DS and the student discuss each course and determine the courses for which the extended time accommodation will be used.
  4. The student completes, signs, and dates the Accommodations Request Form.
  5. The DS writes a letter to the student's professors indicating the student's eligibility for extended time and copies the student and the appropriate academic dean.
  6. The student must meet with each of their professors to arrange how the extended time accommodation will be implemented.

It is recommended that the extended time accommodation be arranged in advance. There must be sufficient time for the student to make arrangements with the Disability Specialist and with the professors/instructors. Requests made less than 1 week prior to a scheduled exam may result in a delay in the provision of the accommodation. This accommodation must be requested each semester.

Minimal Distraction Area

  1. The student must meet with the Disability Specialist.
  2. The student must come prepared with a list of their semester courses and their professors' names and campus addresses.
  3. The DS and the student discuss each course and determine the courses for which the minimal distraction area accommodation will be used.
  4. The student completes, signs, and dates the Accommodations Request Form.
  5. The DS writes a letter to the student's professors indicating the student's eligibility for an minimal distraction area and copies the student and the appropriate academic dean.
  6. The student must meet with each of their professors to arrange how the minimal distraction area will be implemented.

It is recommended that the minimal distraction area accommodation be arranged in advance. There must be sufficient time for the student to make arrangements with the Disability Specialist and with the professors/instructors. Requests made less than 1 week prior to a scheduled exam may result in a delay in the provision of the accommodation. This accommodation must be requested each semester.


Scribe for test taking

  1. The student must meet with the Disability Specialist.
  2. The student must come prepared with a list of their semester courses and their professors' names and campus addresses.
  3. The DS and the student discuss each course and determine the courses for which the scribe accommodation will be used.
  4. The student completes, signs, and dates the Accommodations Request Form.
  5. The DS writes a letter to the student's professors indicating the student's eligibility for a scribe and copies the student and the appropriate academic dean.
  6. The student must meet with each of their professors to discuss the accommodation.

It is recommended that the scribe accommodation be arranged in advance. There must be sufficient time for the student to make arrangements with the Disability Specialist (DS) and with the professors/instructors. Requests made less than 2 weeks prior to a scheduled exam may result in a delay in the provision of the accommodation. This accommodation must be requested each semester.


Reader for test taking

  1. The student must meet with the Disability Specialist.
  2. The student must come prepared with a list of their semester courses and their professors' names and campus addresses.
  3. The DS and the student discuss each course and determine the courses for which the reader accommodation will be used.
  4. The student completes, signs, and dates the Accommodations Request Form.
  5. The DS writes a letter to the student's professors indicating the student's eligibility for a reader and copies the student and the appropriate academic dean.
  6. The student must meet with each of their professors to discuss the accommodation.

It is recommended that the reader accommodation be arranged in advance. Requests made less than 2 weeks prior to a scheduled exam may result in a delay in the provision of the accommodation. This accommodation must be requested each semester.


Large Print for tests

  1. The student must meet with the Disability Specialist.
  2. The student must come prepared with a list of their semester courses and their professors' names and campus addresses
  3. The DS and the student discuss each course and determine the courses for which the large print accommodation will be used.
  4. The student completes, signs, and dates the Accommodations Request Form.
  5. The DS writes a letter to the student's professors indicating the student's eligibility for the large print accommodation and copies the student and the appropriate academic dean.
  6. The student must meet with each of their professors to arrange how the large print accommodation will be implemented.

It is recommended that the large print accommodation be arranged in advance. There must be sufficient time for the student to make arrangements with the Disability Specialist (DS) and with the professors/ instructors. To have an exam provided in large print, requests made less than 1 week prior to a scheduled exam may result in a delay in the provision of the accommodation. To have course material provided in large print, requests made after the course registration period may result in a significant delay in the provision of the accommodation. This accommodation must be requested each semester.


Braille for tests

  1. Meet with the DS immediately after registering for the next semester's courses.
  2. The DS and the student will discuss the tests to be brailled.
  3. The student completes, signs, and dates the accommodations request form.
  4. The DS writes a letter to the student's professor indicating the student's eligibility for brailled tests.

To have an exam brailled, requests made less than 2 week prior to a scheduled exam may result in a delay in the provision of the accommodation. This accommodation must be requested each semester.


Computer for test taking

  1. The student must meet with the Disability Specialist.
  2. The student must come prepared with a list of their semester courses and their professors' names and campus addresses.
  3. The DS and the student discuss each course and determine the courses for which the computer accommodation will be used.
  4. The student completes, signs, and dates the Accommodations Request Form.
  5. The DS writes a letter to the student's professors indicating the student's eligibility for the computer accommodation and copies the student and the appropriate academic dean.
  6. The student must meet with each of their professors to arrange how the computer accommodation will be implemented.

It is recommended that the computer accommodation be arranged in advance. There must be sufficient time for the student to make arrangements with the Disability Specialist (DS) and with the professors/instructors. Requests made less than 1 week prior to a scheduled exam may result in a delay in the provision of the accommodation. This accommodation must be requested each semester.


II. Classroom Accommodations

Priority Seating

  1. The student must meet with the Disability Specialist.
  2. The student must come prepared with a list of their semester courses and their professors' names and campus addresses.
  3. The DS and the student discuss each course and determine the courses for which the priority seating accommodation will be used.
  4. The student completes, signs, and dates the Accommodations Request Form.
  5. The DS writes a letter to the student's professors indicating the student's eligibility for priority seating and copies the student and the appropriate academic dean.
  6. The student must meet with each of their professors to arrange how the priority seating accommodation will be implemented.

It is recommended that priority seating arrangements be made at the first class meeting. This accommodation must be requested each semester.


Note-Taker/Tape Recorder

  1. The student must meet with the Disability Specialist.
  2. The student must come prepared with a list of their semester courses and their professors' names and campus box number.
  3. The DS and the student discuss each course and determine the courses for which a note-taker or tape recorder accommodation will be used.
  4. The student completes, signs, and dates the Accommodations Request Form.
  5. The DS reviews with the student the list of responsibilities for students who are provided note-takers/tape recorders.
  6. The DS will make arrangements for the requested note taker(s) and inform the student of the arrangements.
  7. The DS writes a letter to the student's professors indicating the student's eligibility for a note-taker/tape recorder and copies the student and the appropriate academic dean.
  8. The student must meet with each of their professors to discuss the use of the note-taker/tape recorder.

It is recommended that the note-taker/tape recorder accommodation be made immediately after registration. Requests made after the registration period may result in a delay in the provision of this accommodation. Students should ALWAYS notify their professor before using a tape recorder in the classroom. This accommodation must be requested each semester.


Assistive Listening Device/FM System

  1. The student is required to meet with the Disability Specialist immediately after registering for the next semester's courses.
  2. The student meets with the DS to make arrangements for the use of an assistive listening device/FM system.
  3. The DS and the student discuss each course and determine the courses in which assistive listening device/FM system will be used.
  4. The DS and student discuss the technical aspects of using an assistive listening device/FM system.
  5. The student completes, signs, and dates the accommodations request form.
  6. The DS writes a letter to the student's professors indicating the student's eligibility for an assistive listening device/FM system. The DS will give prior notification to the instructor of use on an assistive listening device/FM system in the classroom.
  7. Student must meet with professor to arrange how the assistive listening device/FM system will be used in their class.

It is recommended that the request for an assistive listening device/FM system accommodation be made immediately after course registration. Requests made after the registration period may result in a delay in the provision of this accommodation. This accommodation must be requested each semester.


Interpreter/CART

  1. The student is required to meet with the Disability Specialist immediately after registering for the next semester's courses.
  2. The DS and the student will discuss the courses/material for which an interpreter/CART will be needed.
  3. The student completes, signs, and dates the accommodations request form.
  4. The student meets with the DS to make final arrangements for the use of an interpreter and/or CART at the beginning of the semester.
  5. Student will meet with each professor to arrange how the interpreter/CART services will be used in their classes.
  6. The DS writes a letter to the student's professors indicating the student's eligibility for an interpreter and/or CART.

It is recommended that the request for the interpreter/CART accommodation be made immediately after course registration. The reason students must give notification this early is because of the lengthy process involved in hiring an interpreter. Requests made after the registration period may result in a delay in the provision of this accommodation. This accommodation must be requested each semester.



III. Classwork Support

Books in Alternative Format

  1. The student is required to meet with the Disability Specialist immediately after registering for the next semester's courses to discuss the courses for which books and materials in alternative format will be used.
  2. The student completes, signs, and dates the accommodations request form.
  3. The DS writes a letter to the student's professor indicating the student's eligibility for the books in alternative format accommodation.
  4. It is the student's responsibility to contact each professor and request a list of textbooks/material. If a student has difficulty contacting a professor and/or obtaining a list of textbook for a course, the student should contact the DS immediately for assistance.
  5. The student must complete the Student Alternative Text Request Form (PDF, 106KB) and submit it to the DS.
  6. If a book cannot be obtained from RFB&D or other sources the DS will contact the student with the titles of the book(s) the student will have to buy and provide to SDAO for conversion into alternative format.
  7. Immediately preceding the first day of classes, the student meets with the DS to pick up books.

It is recommended that the request form be submitted to DS made after registration. The reason students must give notification this early is because of the lengthy process involved in obtaining books in alternative format. Requests made after the registration period may result in a significant delay in the provision of this accommodation. To request books in alternative text format, please use the Student Alternative Text Request Form. This accommodation must be requested each semester.


Materials in Braille

  1. The student must meet with the Disability Specialist immediately after attending class or meeting with their professors to discuss which materials, handouts, tests, and sections of text they would like to have in braille.
  2. The student completes, signs, and dates the accommodations request form.
  3. The DS writes a letter to the student's professor indicating the student's eligibility for materials in braille.
  4. Student will meet each professor to obtain materials, handouts, tests, and other sections of text to be sent or delivered to SDAO to be put into Braille.
  5. Students may present materials already on disc to be brailled, may e-mail Word document attachments, or drop off hard copies that will be scanned and produced in the requested Braille code (grade) format. The department will not bind the materials that are brailled.

It is recommended that the request for braille materials be made before the semester starts or immediately after the first class session after the student knows which materials they will need in braille. The reason they must give notification early is because of the lengthy process involved in the production of materials into braille. Requests made after the first day of classes may result in a delay in the provision of this accommodation.

IV. Housing Accommodations

Students who wish to request housing accommodations should contact the director of the Disability Management System--Student Disability Access Office (SDAO). The determination of housing needs will be based on the student's documentation. If additional information is needed to support the student's housing request, the student is responsible for providing the additional information. Students must complete the first year housing form or the housing form for continuing students each year and submit it to Residence Life and Housing Services, which is responsible for undergraduate housing assignments. Residence Life and Housing Services inform students of their official housing assignment.

Residence Life and Housing Services can be contacted at: housing@studentaffairs.duke.edu or by calling (919) 684-4304. Housing assignments are reviewed each year.


V. Transportation Accommodations

Students who wish to request transportation accommodations should contact the director of the Disability Management System--Student Disability Access Office (SDAO). The determination of transportation needs will be based on the student's documentation. If additional information is needed to support the student's transportation request, the student is responsible for providing the additional information. After a transportation accommodation is approved, the SDAO staff works with Parking and Transportation Services to arrange the accommodation. Parking and Transportation Services
will contact the student to make specific transportation arrangements.


VI. Parking Accommodations

Students who wish to request parking accommodations should contact the director of the Disability Management System--Student Disability Access Office (SDAO). The determination of parking needs will be based on the student's documentation. If additional information is needed to support the student's parking request, the student is responsible for providing the additional information. After parking accommodations have been approved, the SDAO staff will inform the Parking and Transportation Services of the approved accommodations. It is the student's responsibility to contact the Parking Services Office at (919) 684-7275 to make final parking arrangements.


VII. Study Abroad Accommodations

Students who are considering study abroad and who have been approved for accommodations at Duke University are strongly encouraged to meet with the Disability Specialist (DS) before or immediately after course registration. People with disabilities have the right to participate in the study abroad program of their choice whether that be a small private program or a program run by a large university. Participants should know that accessibility and attitudes can be very different abroad than in the United States. Though some countries have legal protections in place for individuals with disabilities, others do not. In these cases, we can request the provision of accommodations but cannot guarantee them. Students with disabilities need to be flexible and prepare in advance for life overseas. By working closely with the staff of the Office of Study Abroad at Duke University and the Disability Management System--Student Disability Access Office (SDAO), students will have the best opportunity for successful participation. Provisions of all accommodations abroad are explored on a case-by-case basis by these two offices and the particular study abroad program.


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