Accessibility Services for Faculty
Accessibility Services (OAS) partners with faculty to ensure that students with documented disabilities have equal access to Capital University’s academic programs while preserving the essential requirements and integrity of each course. Faculty play a critical role in implementing approved accommodations and creating an inclusive learning environment.
This page is designed to provide faculty with practical guidance on how accommodations work, what is expected of instructors, and where to turn when questions arise.
The Faculty Role in the Accommodation Process
Faculty are expected to:
Use syllabus statements and class announcements at the beginning of the semester to inform students about Accessibility Services.
Implement approved accommodations as outlined in a student’s official accommodation letter.
Engage in timely, professional communication with students regarding accommodation logistics.
Consult with Accessibility Services if questions arise about reasonableness or course impact.
Explain the course learning outcomes and objectives to OAS when assessing if an accommodation is reasonable.
Identify essential course requirements and evaluate all students accordingly.
Keep accommodation information confidential according to the Confidentiality Policy and FERPA.
Faculty should not:
Implement informal or provisional accommodations outside of the OAS process.
Inquire about a student's diagnosis or medical condition.
Deny an approved accommodation without consulting OAS.
All accommodations are determined by Accessibility Services through an interactive process with the student as outlined in our Registration Policy and are grounded in ADA, ADAAA, and Section 504 requirements.
Receiving an Accommodation Notification
Accessibility Services uses Accommodate, a web-based platform, to manage student accommodations. Faculty have their own unique log in to access student accommodation letters. Bexley campus faculty can access test bookings in the Testing Center.
Receiving Accommodation Letters:
Faculty receive email notifications when they receive a student’s accommodation letter.
Log into Accommodate to review and electronically sign the Accommodation Letter.
Await communication from the student, unless Accessibility Services contacts you directly.
Be prepared to discuss implementation details in private with the student, if needed.
Students must request that their accommodation notification be sent to instructors through Accommodate. Accommodations are not retroactive and apply only after notification has been issued.
If a student chooses not to use an accommodation in your course, no action is required.
When Concerns Arise
If you believe an accommodation:
Fundamentally alters a course or program requirement
Is being used beyond what was determined reasonable
Raises concerns about course or program integrity or feasibility
Do not deny or modify the accommodation independently. Contact Accessibility Services to discuss next steps. Accessibility Services follows a Grievance Policy.
Common Classroom Accommodations
Below is an overview of accommodations faculty most frequently encounter, along with key implementation guidance. Full policies are available through the Accessibility Services Policy Library found in your Accommodate account under the "Resources" tab.
Testing Accommodations and the Testing Center
Testing accommodations are designed to ensure students are assessed on their knowledge and are not unfairly restricted by a disability. Common testing accommodations include extended time, reduced-distraction or private testing environments, assistive technology, and readers or scribes.
Faculty should note:
Testing accommodations must be implemented unless they fundamentally alter the nature of the exam or course.
Accommodations do not permit retakes, changes to grading criteria, elimination of essential content, or retroactive application.
Students choose if they will use their approved testing accommodations for each exam.
Testing Center (Bexley Campus):
The Testing Center proctors exams only for students with approved testing accommodations.
Students are responsible for scheduling exams at least one week in advance through Accommodate.
Exams are generally taken at the same date and time as the class exam unless alternate arrangements are approved by the instructor.
For more detailed information about the Testing Center and the policies and procedures, please visit the Testing Center webpage (link).
Faculty responsibilities when exams are taken at the Testing Center include:
Verifying exam length, date, start time, format (paper or online),permitted materials, and special rules or instructions.
Providing exams and instructions in a timely manner.
Adjusting time limits in online platforms (e.g. Canvas) to match approved accommodations.
Testing Center (Law School):
Student Affairs is responsible for proctoring exams for students with accommodations and students who have an exam conflict.
Students are responsible for scheduling with Students Affairs at least two weeks before midterms and one month before finals.
Faculty responsibilities include:
Completing the IT Exam Checklist (link) one month before any exam.
Providing Student Affairs (?) with exams, materials, and instructions in a timely manner.
Audio Recording of Lectures
Some students are approved to audio record lectures as an auxiliary aid for note-taking.
Faculty should be aware:
Students record lectures themselves; instructors are not responsible for recording.
Recordings may not be shared, posted online, published, or retained beyond the end of the course.
Recording may be restricted during portions of class involving confidential discussion or activities not subject to note-taking.
Misuse of recordings constitutes academic misconduct.
Students must adhere to the Audio Recording Lecture Policy (link).
If concerns arise about recording lectures, faculty should contact Accessibility Services.
Alternate Format Textbooks and Course Materials
Timely access to course materials often depends on early coordination, which is why faculty adoption of textbooks and confirmation of course material details play a key role in ensuring accommodations can be implemented without delay.
Some students are approved to receive required textbooks or course materials in an alternate format (e.g., accessible PDF or digital text) to ensure equal access to course content.
Faculty should note:
Students must purchase the required textbook before an alternate format can be provided.
Accessibility Services coordinates obtaining alternate formats in compliance with copyright law.
Obtaining alternate format materials may take several weeks; early adoption of textbooks supports timely access.
Faculty may be asked to assist by providing syllabi, reading lists, or confirming textbook details.
Faculty are not responsible for converting textbooks or course packets themselves unless separately arranged with OAS.
Copies of Instructor Slides or Lecture Outlines
Students may be approved to receive copies of available slides or outlines to support information processing.
Faculty responsibilities:
Share existing instructional materials when available.
Faculty are not required to create new materials if none are normally used.
Use of Technology in the Classroom
Students may be approved to use laptops, tablets, smart pens, or assistive technology.
Faculty responsibilities:
Allow approved technology use even if general classroom policies restrict devices.
Avoid drawing attention to the student or their accommodation.
Classroom Breaks
Students may be approved to take brief, non-disruptive breaks during class.
Faculty responsibilities:
Allow breaks as needed.
Contact Accessibility Services if breaks become disruptive or excessive.
Sign Language Interpreting, Captioning, and Listening Devices
Students who are Deaf or hard of hearing may use communication access services.
Faculty responsibilities:
Speak at a natural pace and repeat student questions.
Wear provided microphones when requested.
Ensure all videos and audio materials are captioned.
Service Animals and Emotional Support Animals
Service Animals
Defined under the ADA as dogs individually trained to perform specific disability-related tasks.
Permitted in classrooms and most campus spaces.
Faculty may only ask two questions if the need is not obvious: whether the animal is required due to a disability, and what task it is trained to perform.
Emotional Support Animals (ESAs)
Approved only for University housing.
ESAs are not permitted in classrooms or academic buildings.
Questions or concerns regarding animals in academic spaces should be directed to Accessibility Services.
Faculty Frequently Asked Questions (FAQs)
You are not required to provide disability-related accommodations unless the student is formally registered with Accessibility Services and has an official accommodation notification. You should refer the student to Accessibility Services and encourage them to begin the registration process. Do not provide informal or provisional accommodations outside of the OAS process.
Accommodations take effect only after you receive an official accommodation notification through Accommodate. Accommodations are not retroactive and do not apply to coursework, exams, or attendance that occurred prior to notification.
No. Faculty should not ask about a student’s diagnosis, disability status, or medical history, and should not request or review documentation. Accessibility Services is the only office authorized to review documentation and determine eligibility.
Do not deny or modify the accommodation on your own. Contact Accessibility Services as soon as possible to discuss your concerns. Approved accommodations must remain in place while the concern is reviewed through the interactive process.
No. Students are responsible for initiating the use of their accommodations and communicating with faculty as needed. Faculty are responsible for implementing accommodations once notified, but not for monitoring or prompting student use.
If the student has an approved accommodation and notification has been issued, you should work with the student to implement it as reasonably as possible. Most accommodations must be requested in advance for reasonable implementation. You can contact Accessibility Services for guidance.
If audio recording is listed as an approved accommodation, you must allow it unless it fundamentally alters a specific learning activity. Recordings are for personal academic use only and may not be shared, posted, or retained beyond the course. Contact Accessibility Services if concerns arise.
Students are responsible for requesting testing accommodations in advance through Accommodate. Faculty are responsible for providing exam information and instructions to the Testing Center or for implementing accommodations if exams are administered within the department or classroom.
No action is required. Students may choose whether or not to use approved accommodations in any given course.
Contact Accessibility Services to discuss the situation so it can be reviewed collaboratively.