Frequently Asked Questions

Does UT Dallas provide services for students with disabilities?

Yes, accommodations and services are provided for students with documented disabilities to provide equal access to educational programs and services in compliance with Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (1990), and UT Dallas policy. 

The AccessAbility Resource Center (ARC) facilitates the provision of services and accommodations for students. Accommodations are determined on an individual basis using the student’s disability documentation and in consultation with the student.

Is there a separate admissions procedure for students with disabilities?

No. The admissions process and criteria are the same for all students applying to UT Dallas. Disability status will not be a consideration in admissions decisions.

Should I send my disability documentation with my admissions application?

No. Documentation should be submitted to ARC only after you have been admitted to the University and have registered for classes.

What documentation is required to receive disability services?

Students requesting services must provide current and comprehensive documentation from a qualified professional. The documentation must verify the disability and its impact on a student’s academic performance and functional limitations. 

Please refer to the Required Documentation Guidelines for complete details. Please note that eligibility guidelines and accommodations may differ from your high school or other colleges you have attended. An individualized education plan (IEP) or Section 504 plan alone is not sufficient documentation.

Is there a deadline for submitting disability documentation?

To ensure that accommodations will be in place when the academic semester begins, students are encouraged to submit documentation four to six weeks in advance.

Who at the University will know about my disability if I register with ARC?

The accommodation process requires disclosure of the disability status to faculty and ARC staff to adapt courses, equipment or facilities to ensure equal access. 

ARC recognizes the right of the student to determine who receives disability-related information and the right to confidentiality of this information. Disability-related documents, nor services received from our office, are part of a student’s permanent education record.

What happens after my disability documentation is received?

ARC evaluates documentation to determine eligibility for services. An intake appointment is set to identify reasonable accommodations, and an individualized service plan is created to meet the needs of the registered student. 

Please note academic accommodations are not retroactive.

What accommodations and services will I be eligible for?

Appropriate and reasonable accommodations are determined on an individual basis. These accommodations may differ from those provided in high school or other colleges. Accommodations frequently used by students with disabilities include extended time for test taking, note takers, printed materials in alternate formats, sign language interpreters and the use of assistive technology.

How do I take a test at the ARC Testing Center?

First, complete the initial registration process required for all students to receive accommodations at UTD. 

Second, request your official letter of accommodation for your professors as early in the semester as possible by submitting the online letter request form each semester. 

Third, if your official letter of accommodation does include “Eligible to test in the ARC Testing Center,” complete the online scheduling form for each test, exam, or quiz you want to take with the ARC at least five business days in advance (and two weeks in advance for finals). 

If your letter of accommodation does not include “Eligible to test in the ARC Testing Center” and does include testing accommodation (e.g., extra time, a distraction-reduced environment), you will need to make testing arrangements with your professor, not the ARC.

Do I have to submit the form for every test, exam or quiz I want to take with you?

Yes.

My professors said they would send the form in for me or schedule my exams at the ARC. This is OK, right?

No. Students must initiate all requests for accommodated exams at the ARC. If your exam is scheduled by anyone other than you, the reservation will not be accepted and you will need to resubmit the online form personally.

I want to change my reservation or the date of the exam or make a change to a reservation I already submitted. Can I do that?

If you submitted a reservation for an accommodated test at ARC, you may go back to the scheduling link and choose the option to edit or update reservations. 

Please note that the date or time can be changed only if your professor decided to change the date or time for the entire class. If you are ill or have an emergency and cannot attend, you will need to submit a new reservation for a make-up test at least five days in advance. The professor must approve the new reservation, which is not always guaranteed. If you need to update or change a reservation you made to test outside the ARC, please see your professor.

Why can’t I start my exam on the half hour (e.g., 1:30 p.m., 2:30 p.m., 3:30 p.m.)?

Due to limitations in space and proctors, we must start all exams on the hour. Please work with professors to adjust your start times.

My professor says they cannot find the space or time for me to take my test with accommodations. Guess I will just take it with the class and hope for the best?

No! Please do not go without your accommodations if that is not your choice. The ARC will work with you and your professors to find options. 

Please contact us at studentacess@utdallas.edu.

Can I just ask the ARC to get the time or other details from my professor when I fill out the online test form?

No! Please only fill out the online forms when you have all the details. If you are unsure, ask your professor.

My professor gives a pop quiz or short test during part of the class period. How does this work with my accommodations?

Quizzes can be complicated to accommodate, especially if you do not know about them in advance. It’s important to work out the details early in the semester when you see on your syllabus that there will be quizzes in addition to regular exams. 

Many students decide not to use their accommodations on quizzes since they are typically short, and students would have to leave class to go to their eligible testing center. However, it is your choice, and if you do need to use your accommodations, they should be made available to you. 

If you decide you want to use your testing accommodations for quizzes and you know about them in advance, ask the professor if you can take the quiz earlier or later than the class period in a location they provide. If you are eligible to test at the ARC, then you may submit the appropriate test scheduling form. 

If you need a reader, scribe, digital text or any other accommodations that require significant lead time, it is extremely important to discuss these accommodations with the ARC and your professors as soon as possible for quizzes especially pop quizzes. 

The quizzes often are given after class starts; for example, if the class starts at 10 a.m., the test might begin at 10:30 a.m. If you are eligible to take the test at the ARC Testing Center, you are required to start all tests, exams or quizzes on the hour (e.g., 9 a.m., 10 a.m., etc.). In this situation, you will need to get clearance from the professor to take the quiz at any time the ARC Testing Center is open the same date the class takes the quiz or test. 

If you schedule the test earlier or later than the class with the ARC and the professor approves, you will need to begin the test promptly at the start time you reserved. In other words, you cannot schedule a test at 10 a.m. in the ARC then show up at 10:30 a.m. to take the quiz when the rest of the class starts. If you are more than 15 minutes late for your scheduled testing time, you will not be allowed to test. 

Some professors like to discuss the questions on the quiz during class when students are finished. If you arrange to take the quiz after the class due to an accommodation, you must leave the classroom when such discussions occur. 

Faculty are sometimes using quizzes to check attendance (possibly by using clickers). If this is the case, contact the ARC as early as possible so we can work with you and the instructor to identify accommodation options.

I did not remember to schedule my test with five business days’ notice. Are there any options for me to still access testing accommodations?

1. Resubmit your request giving us at least five business days’ advance notice. Your professor may or may not be willing to allow this. 

2. Make arrangements with your professor to take the test in a location provided by them or with the UTD Testing Center.

What are the ARC Testing Center hours?

Monday through Thursday, 8:30 a.m. to 5 p.m., and Friday, 8:30 a.m. to 3 p.m. 

All tests must be scheduled so that they end no later than the above business hours. Be sure to account for extended time accommodations when scheduling.

Is there a way to provide testing accommodations outside those hours?

Yes. Faculty may provide the testing accommodations directly, arrange for testing at the UTD Testing Center (SP2 11.175) or provide accommodated testing online. Faculty can learn more about their options on the Testing Accommodations page.

How do I know when a student needs accommodations on my test?

First, students must present faculty with an official letter of accommodation from the ARC, which will list all accommodations. Students must do this as early in the semester as possible and decide which tests and what accommodations may be necessary for your class with your help. 

Second, students must submit an online request for each individual test, exam or quiz that they know about in advance through the ARC online test forms. These forms will automatically generate an email that informs faculty of the accommodation need and provides further instructions. Faculty are not required to take any action until both the accommodation letter and online request for each test have been created by the student. It is highly advisable for faculty to include an ADA syllabus statement so students are always made aware that your course will accommodate in accordance with UTD policy.

It is the policy and practice of The University of Texas at Dallas to make reasonable accommodations for students with properly documented disabilities. However, written notification from the AccessAbility Resource Center (ARC) is required. If you are eligible to receive an accommodation and would like to request it for this course, please discuss it with me and allow one-week advance notice. Students who have questions about receiving accommodations, or those who have, or think they may have, a disability (mobility, sensory, health, psychological, learning, etc.) are invited to contact ARC for a confidential discussion. ARC is located in the Administration Building (AD 2.224). They can be reached by phone at 972-883-2098, or by email at studentaccess@utdallas.edu.

I was previously able to schedule multiple tests/quizzes at a time for my classes as we have them weekly. Why must I now go to a website and approve each request?

For the ARC’s operations, scheduling multiple test sessions at once is inefficient, compromises security and eliminates one of the most important parts of the process: the student’s right to initiate when and what accommodations are needed. 

Our office often does not know for certain if students are going to take the test with us. Just because a professor reserved the space does not mean the student will show for that exam. Students also have the right to show up and take the test at the same time/place the class does without using the ARC. Requiring students to self-select the dates and times of their tests increases the likelihood they will use reservations made at the ARC and we will not be wasting the time and space when they do not. 

Further, tests often have different content or requirements from one another. It cannot be assumed students will need the same accommodations every time. Again, they need to initiate the request and specify what accommodations are needed for each test.

Why don’t I just send your office copies of all my exams just in case and have students go over there when they need accommodations?

Please do not do this. We receive a number of exams that are not assigned to a student which creates a security issue for you and confusion for us. 

Further, this gives the student the impression they can just show up and take a test with us whenever they want, which is not possible. Please only send exams when you have received the email indicating a student has requested accommodations.

I give pop quizzes that students don’t know about. How do those accommodations work?

Pop quizzes create numerous accommodation challenges. If a student is blind, the quiz may need to be converted to a digital format or Braille, which takes time. If the student cannot write, a scribe must be found. If faculty use “clickers” to record responses, these can create similar issues. 

It’s important to work out options for these on a case-by-case basis. Students need to discuss and maybe try out the arrangements before such quizzes. Typically, faculty will allow students needing such accommodations advance notice of pop quizzes so that they can schedule with the ARC or faculty may evaluate the student one-on-one. 

Many students elect not to use their accommodations on short quizzes, but this is not universal and shouldn’t be assumed. Please contact the ARC so we can work with you and the student to find options for pop quizzes if solutions are not readily apparent.

Why do you need my test two days in advance? 

We often need to convert your test to Braille or other formats. This requires significant time. It is extremely important for us to have at least 48 business hours to do this and to avoid the confusion and difficulty created by tracking down tests at the last minute. Anxious students must often wait to start their tests while we obtain a copy. 

We are so appreciative when faculty provide tests on time. It greatly reduces stress for students when they know their exam is scheduled and we have their test. 

The student’s accommodation letter does not have “Eligible to Test at the ARC.” Am I supposed to provide the accommodations? 

Yes. Preventing discrimination due to disability is an institutional obligation, and the ARC’s testing capabilities are limited to serving students with the most significant accommodation needs. 

We appreciate our partners within academic units and the UTD Testing Center (SP2 11.175) who enable us to accommodate our students with disabilities. Please let us know if you need assistance accommodating a student. 

We have a few tips for professors who need to arrange alternate testing: 

• If the classroom is available, allow a student to start the test early or finish later. 
• Use office space, conference rooms, and other appropriate areas to test students or move a test taker to a suitable location after class (never a hallway or stairwell).
  • Consult your department/program head to locate options or even see if there is a space in the building to dedicate as an alternative testing room. 
• Move the test time to when an alternate space is available. 
• Use white noise machines, offer ear plugs, control ambient noise so you can test more than one student at a time in a room. Consider dividers/study carrels which can be placed on top of desks. Contact us for specific products, if necessary. 
• Post signs that read, “Quiet please, test in progress.” 
• Ask the student to see the testing arrangement prior to the test date. 
• Feel free to ask the ARC to provide feedback on your space.
• The UTD Testing Center is a second option if you find it impossible to accommodate students yourself. 

The UTD Testing Center wants my exams two days in advance, expects me to schedule the tests myself five days out, and then students have to reserve their seat 72 hours before the test time. Is this the same for test takers with disabilities? 

Yes. Faculty often elect to provide the accommodations themselves if they cannot work within the constraints of the UTD Testing Center. 

I received an email that looks like it is from the ARC about testing. How do I know it is authentic? 

Please don’t hesitate to call us at 972-883-2098 for verification. 

Do I really need to provide all the testing accommodations on the letter? 

It depends. The letter is a mandatory part of the interactive accommodation process. Students may or may not elect to use all the accommodations. You must give them the opportunity to talk about your class and which accommodations apply. If they decide not to use one, it is highly advisable for you to document that it was the student’s choice not to use a specific accommodation. Never deny an accommodation without talking to the ARC to see if other options exist. 

The student wants to take my test at a different time than the class will be taking it. Do I have to allow this? 

It depends. If the student is eligible to test with the ARC, our testing ends at 5:00 p.m. Monday through Thursday, and 3 p.m. on Friday, and our exams start on the hour only (e.g., 10 a.m., 11 a.m., etc.). Students may have classes back-to-back and need double time, so they will need to adjust times and could even have back-to-back tests. 

If your department or classroom policy allows rescheduling of exams, students with disabilities should be afforded the same considerations. If the student’s request is not related to complications due to ARC scheduling, we encourage flexibility but leave the final decision to faculty. 

The student wants to move the test time after I have already confirmed their reservation in your system. Must I allow this? 

No. Students are told they can only modify an existing reservation with the ARC if the professor moves the date for the entire class. Any retakes for emergencies, etc., are at professor discretion. 

Can I just email ARC to schedule a test for the student or submit the form for the student myself? 

Please do not do this. Our process only works when students personally initiate the request for accommodations on each test. 

We encourage faculty to give students the necessary links to schedule their own tests: 

• The form for students with “Eligible to Test with ARC” on their letter of accommodation
• The form for students without “Eligible to Test with ARC” on their letter of accommodation 

If I allow a student to start their test earlier than the rest of the class at the ARC, can I require them to remain there until the class finishes to keep them from sharing what they saw on the exam with classmates? 

No. The ARC does not have the space for students to be present who are not testing or otherwise not receiving services. We instruct students to arrive on time and leave immediately after appointments. During finals, we use space in different buildings and have no way to create a waiting area. 

My student has a paper, assignment, etc., due. Can you collect it from them when they are taking their test in your office? 

No. Other than exams taken at the ARC, we cannot collect or deliver any items between professors and students. This creates an administrative burden resulting in significant challenges to our process of administering more than 5,000 tests a year. 

What measures are taken to maintain test security? 

We take several steps to ensure your exams are secure: 

• Hard copies of exams are locked up. 
• Digital copies of exams are accessible only to those with appropriate credentials. 
• Security cameras are in use. 
• Test takers must show ID at check in. 
• Exam copies are given back to faculty or destroyed. 
• Only full-time staff oversee exams. 
• Cellphones and communication devices are taken from students or secured in lockers. 
• Signs are posted and students are informed of the rules and procedures. 

We welcome the opportunity to show faculty our facilities and security measures. 

I’m concerned because we have a test soon and I know some students gave me a letter from your office that included testing accommodations. However, I have not received an email to schedule their tests. What should I do? 

It is the student’s responsibility to schedule their exams, so no action is required until you see the email. Students sometimes decide to try a test without accommodations or forget to schedule with us. You could send a reminder email to these students. An example is provided below. 

For students with “Eligible to Test with ARC” on their letter of accommodation: 

Dear Student, 

Earlier in the semester, you provided a letter from the AccessAbility Resource Center (ARC) that included accommodations in test taking. 

We agreed that you would alert me to the need for any accommodation needs well in advance of the test by completing the forms at the ARC website. I have not received the notification that is sent when these forms are provided. 

If I do not receive this within 48 hours of your test, I will assume you have decided not to use the accommodations, and none will be provided for this test. If you do wish to use the accommodations, please complete the online form for students with “Eligible to Test with ARC” on their letter of accommodation. 

For students without “Eligible to Test with ARC” on their letter of accommodation: 

Dear Student, 

Earlier in the semester, you provided a letter from the AccessAbility Resource Center (ARC) that included accommodations in test taking. 

We agreed that you would alert me to the need for any accommodation needs well in advance of the test by completing the forms at the ARC website. I have not received the notification that is sent when these forms are provided. 

If I do not receive this within 48 hours of your test, I will assume you have decided not to use the accommodations, and none will be provided for this test. If you do wish to use the accommodations, please complete the online form for students without “Eligible to Test with ARC” on their letter of accommodation. 

What is a “distraction-reduced testing environment” and how do I create it? 

A “distraction-reduced testing environment” is one that is reasonably quiet with low stimuli. The environment doesn’t need to be a silent private setting. 

The environment can include taking the test with other students, and the room chosen must allow for students to start and finish their exams with limited interruptions. Suggestions for faculty to provide a distraction-reduced environment: 

• Reasonable locations include a conference room, an office or lounge with a closed door that has been reserved for the student taking the exam. 
• Unreasonable locations include a hallway or a room that people frequent and can’t be reserved for the student taking the exam. 
• If you do not have access to a conference room, empty classroom, office or other readily available space, work with your department/program head to find a suitable location which could be designated for this purpose for other faculty. 
• Distractions that need to be avoided include but are not limited to:
  • Ringing telephones 
  • Conversations 
  • Rustling of chairs/papers 
  • Coughing 
  • Excessive movement 
  • Typing 
  • Traffic 
• Please be willing to allow the student to take the test at a time when such space is available. 
• Use white noise machines, noise-canceling headphones, offer ear plugs, control ambient noise so you can test more than one student at a time in a room, consider dividers/study carrels that can be placed on top of desks. Please contact ARC for specific products. 
• Post signs that read, “Quiet please, test in progress.” 
• Ask the student to set the testing arrangement prior to the test date. 
• Feel free to ask the ARC to provide feedback on your space. 

Adapted in part from the University of Washington’s alternative testing process. 

If students do not schedule their exams five days in advance as required by the ARC and the UTD Testing Center, do I have to accommodate them? 

It depends. Reasonable accommodations only can be denied if they represent a fundamental alteration to essential elements of your course. Faculty should always consult the ARC and their academic administrators before deciding to deny. 

Typically, asking you for the accommodation would not be a fundamental alteration. However, you can certainly inform students (in class and on your syllabi) that you strongly encourage them to remember the five-day deadlines. 

Of course, leniency should be allowed if students were not informed of the test earlier in the semester or if the date changed. Asking you for accommodations the same day of the test typically would not be considered a reasonable request. 

May I give a different test to a student with a disability? 

The short answer is no. 

Understandably, faculty ask us this question when they are concerned about test security for students with disabilities who take their test at a different time than their classmates because they need more time or a distraction-reduced testing environment. Thus, they will be at another location and/or will be forced to take it within the business hours of the other facility. If it is possible to be 100% certain a student with a disability is being given a different test that is exactly the same level of difficulty as the test given to classmates, then it would not be discriminatory to give a different test. As you can imagine, since the level of difficulty is subjective, it is challenging to say a different test is or is not equivalent even when questions are from the same test bank. 

Given this, we do not recommend different tests. However, if you still feel like having a different version is essential for your class, we recommend contacting the ARC to discuss options. Please bring the following to your meeting with the ARC: 

• What is your reasoning for requiring a different test for students with disabilities? 
• Would there be a fundamental alteration to your class if you did not create a different version? How? 
• How did you determine the level of difficulty is the same for students with disabilities taking a different test? 
• Are other faculty teaching the same course requiring a different test? What does your department/program head recommend? 
• What alternatives to giving a different test did you consider? Did you ask for the student’s opinion on the options? 

Below are examples of different test scenarios we have seen and our recommendations. 

• Almost the same test, same questions and same format; only the numbering and/or question order is changed. This would be the preferred option, and, in most cases, this would not create concerns if a different version is required. 
• Almost the same test with the same format, but questions would be randomly selected during an online test session. In essence, this gives all students a different test. If questions are random for all students, this is not problematic; however, this would not be recommended if only students with disabilities are given random questions. 
• Almost the same test with the same format, but the questions would be different for test takers with disabilities (e.g., professor selects equations or multiple-choice questions from a test bank). This would not be recommended due to the concerns of determining level of difficulty, even between the same types of question. This also would not be recommended even if the professor wrote new equations or questions. 
• Changing the format of the test (e.g., multiple choice to essay/short answer/matching, etc.). This is strongly discouraged, as in many cases it is extremely difficult to determine if the levels of difficulty are equitable.
  • In rare cases, faculty may feel a format change is more appropriate and the student agrees (e.g., student who cannot write wants an oral exam). If this is considered, faculty should contact the ARC to confirm this is an approved accommodation if the student does not have this listed as an approved accommodation on their ARC letter and keep documentation of the student’s preference. 

What is a service animal? 

Under the ADA, a service animal is defined as a dog or miniature horse that has been individually trained to do work or perform tasks for an individual with a disability. The task(s) performed by the animal must be directly related to the person’s disability. 

Is an in-training service animal allowed in public places? 

Yes, in-training service animals are afforded the same access as service animals. Texas law allows a trainer of a service animal accompanied by an animal for training purposes in public places and common transportation carriers. 

Does a service animal have to register with the ARC or the ADA coordinator? 

Registration is not required. Texas law requires public facilities to admit a person with a disability accompanied by a service animal for assistance. The University may not require documentation such as proof that the animal has been certified, trained or licensed as a condition for entry. 

Does a service animal have to be on a leash? 

It depends. Service animals must be under control, which means harnessed, leashed, or tethered, unless the device interferes with the service animal’s work or the individual’s disability prevents using the device. In that case, the individual must maintain control through voice, signal or other effective controls. 

When can service animals be excluded or removed? 

Service animals are allowed in public facilities. If a particular service animal is out of control and the handler does not take effective action to control it, or if it is not housebroken, that animal may be excluded or asked to be removed from the premises and the handler may be subject to discipline. Also, if admitting service animals would fundamentally alter the nature of the service or program or there is a legitimate safety requirement, service animals may be prohibited. 

Service animals may be excluded from certain areas where the animal’s presence may compromise a sterile environment. In teaching labs where hazardous materials may harm a service animal, the TA or instructor should have an interactive conversation about the hazards with any student accompanied by a service animal. 

If an animal is excluded, the individual with a disability is given the opportunity to participate in the service, program or activity without having the service animal on the premises. 

What can University personnel ask to determine if an animal is a service animal? 

In situations where it is not obvious that the animal is a service animal, personnel may ask only two specific questions: (1) Is the animal a service animal required because of a disability? (2) What work or task has the animal been trained to perform? 

Personnel are not allowed to request any documentation for the service animal, require that the service animal demonstrate its task or inquire about the nature of the person’s disability. 

What is an emotional support animal (ESA)? 

The main purpose of an emotional support animal (ESA) is to provide emotional support, well-being, comfort or companionship to their owners. 

An ESA must be domesticated and well-behaved. Their presence is generally limited to residential facilities including their common areas. 

Is an emotional support animal (ESA) considered a service animal? 

No. An ESA is not a service animal and not afforded access to all public places. ESAs are afforded protections under the Fair Housing Act (FHA) only. 

Requests to possess an ESA in residential facilities, including their common areas, must be approved by the ARC and University Housing. Students must present a letter from a doctor or professional licensed in Texas stating details about the patient’s needs, treatment and how the animal is a vital part of that treatment. The ESA also must have all their immunizations records from their veterinarian. 

ESA registration from an outside organization is not recognized. 

How many service animals do we have on campus? 

There is no way to know how many service animals are on campus since, by law, registration of service animals cannot be required. 

Does the ADA require service animals to be professionally trained? 

No. Service animals can be trained by their owner or by another handler. People with disabilities are not required to use a professional service animal training program. 

Can I approach or pet a service animal? 

It’s best to allow the service animal to do its job without distractions. 

It is against the law for a person to assault, harass, interfere with, kill or injure in any way a service animal. Such actions may impede or interfere with the animal’s performance of its duties; such actions also may endanger or injure a person with a disability who is using a service animal or a trainer who is training a service animal. 

Is a service animal required to wear a service vest, patch or special harness identifying them as a service animal? 

No. The ADA and State of Texas do not require service animals to wear a vest, ID tag, 

Is a service animal required to have vaccinations? 

Yes. Individuals with service animals are not exempt from local animal control or public health requirements. 

Where can I go for additional resources? 

• Department of Justice FAQs
• Office of the Texas Governor

Who is eligible for disability services? 

Students with a significant physical, mental or learning impairment that substantially limits one or more major life activities, such as walking, learning and performing manual tasks, are eligible for disability services. 

Students requesting services and accommodations are required to register by submitting current and comprehensive disability documentation. 

Are all students with disabilities registered with the AccessAbility Resource Center? 

No. Many students either choose not to register for disability services or they have not met the eligibility criteria for services. Faculty members do not have to provide unregistered students with accommodations. 

How do I know if a student is registered with ARC? 

Upon student request and verification of eligibility, an Accommodation Letter is prepared for each student by ARC. Students are responsible for meeting with instructors, providing the Accommodation Letter, and making arrangements for course accommodations. 

If a student requests accommodations without providing a current Accommodation Letter, you should refer the student to ARC. However, if the disability is visible (use of wheelchair, hearing aids, service animal, etc.) and the request is reasonable, you should provide the accommodation while the student is in the process of registering with ARC. 

What is an accommodation? 

An accommodation is the modification, adjustment or elimination of a barrier to a program or service that enables an individual with a disability to participate on an equal basis. Extended time for test taking, providing print material in alternate formats, sign language interpreting and using FM listening devices are examples of accommodations frequently provided for UT Dallas students. 

What should I do if a student gives me an Accommodation Letter from ARC? 

When a student gives you an Accommodation Letter and discloses that they have a disability, you should meet privately with the student and establish a means of providing the accommodations listed in the letter. Faculty members also can greatly assist the student by asking what can be done in the course to facilitate learning and access to the class. 

If you are unsure of how to provide an accommodation, please call ARC at 972-883-2098. A staff member will be glad to provide clarification or necessary support. 

Why is the ARC sending Accommodation Letters to me now? I thought students had to personally provide these. 

During the conversion to online classes due to the pandemic, it became evident that it would be more difficult for students to self-disclose their accommodation needs in person. Further, some faculty indicated a preference to have the letters verified as all students were sending them by email. Distributing them directly from the ARC should address these concerns; however, it is still essential for faculty to acknowledge receipt of the letter and how the accommodations will be provided in their classes with each student. 

Who is responsible for providing accommodations? 

Faculty members who have been notified in a timely fashion by ARC or the student with an Accommodation Letter are legally responsible for fulfilling classroom accommodation requests. ARC will assist with accommodations that require putting materials in electronic format, computers for test taking, or providing adaptive equipment for the lab. Faculty members who are unable to accommodate students should contact ARC. 

What is the ARC’s policy on confidentiality? 

All disability information must be treated confidentially and shared with others (such as a TA) only for the purpose of providing accommodations. 

What if I think a student has a disability but they have not said anything to me? 

Have a private discussion with the student about your observations of their academic performance. Refer the student to all support services available such as the GEMS Center, ARC, Counseling Center, etc. Refrain from speculating about a disability. 

Where can I find more information to assist students with disabilities? 

Please call ARC at 972-883-2098 for more information. The ARC website is a good resource for additional information. 

What does this mean exactly? 

The student has provided substantial documentation that would make it extremely hazardous for them to attend class in person. Examples of such conditions include students who are immunocompromised due to chemotherapy, transplants or other medical conditions. In light of the pandemic, it is reasonable for faculty to stream the content of the classroom to these students so they can observe and participate safely. 

Synchronous online learning using Microsoft Teams and/or Blackboard is the preferred method. 

The purpose of academic accommodation is to provide an equal opportunity to learn by ensuring access to the environment and course content. This can enhance accessibility for students who may not be able to attend in person due to such severe medical issues/conditions. 

How do I convert my tests and class content to an online format? 

Educational Technology Service has extensive resources to help you convert your content to an online format on its website. 

I’ve never been asked to do this. Why am I just now seeing a request like this? 

It is essential to consider this type of new accommodation because the risks associated with the COVID-19 virus can be so great to certain students. 

Why can’t this student just show up to take tests? 

The documentation provided by the student indicates substantial risk for being in crowds and environments that potentially create significant viral spread; therefore, even coming to class just to take an exam would not be reasonable. 

My class has attendance requirements because students are graded while I observe what they are doing and they must access specialized lab equipment that cannot be moved. How can I allow remote learning? 

In rare cases, it can be a fundamental alteration of your class, which is not required even by accommodation. However, to make this decision it is essential that faculty consult with their department/program heads and the AccessAbility Resource Center before denying an accommodation. 

Online tests compromise my exam security. Why can’t these students take their exams on campus at the AccessAbility Resource Center? 

The ARC testing facilities are now limited to students with testing accommodations that require adaptive technology or other more specialized needs. The facilities are not large enough to provide social distancing for more than a very small number of test takers. 

This semester we are recommending that professors consider giving online exams for all students who are eligible to take a test with accommodations. Faculty still may use Honorlock or other remote proctoring services. 

How should I talk to my professor about class absences? 

We recommend students talk to professors to help bridge the gap between a personal/family situation, illness or injury, or any other matters that may be impacting ability to temporarily attend classes, focus on classwork, and/or meet academic deadlines. 

To assist with communications, we recommend the following tips to students: 

• Email professor to convey initial situation. 
• Discreet language you can use: “medical reasons,” “unexpected personal situation,” “ongoing health needs,” “family situation,” etc. 
• Utilize professor’s office hours or ask to schedule an appointment to follow up about missed coursework. 
• Share documentation that can verify dates and situations. 
• Plan ahead to discuss missed work (quizzes, assignments, exams, class participation). 
• Try to create an action plan with the professor after meeting/talking. 
• Continue to follow up with professors for additional missed classes. 

Example letter to professors: 

Dear Professor Smith, 

I am writing to share with you that I have not been able to attend your class [Course name/Unique #] on the following dates [Insert dates here] due to [insert situation here: e.g., illness/flu] situation. 

I am sorry that I have not been able to attend class; the situation was unexpected, but I have been trying to catch up on course work as best as possible. I can provide documentation to verify the situation, if needed. 

Can we set up a time to meet and discuss missed work and possible next steps? 

Thank you in advance for your time. I look forward to talking to you soon. 

Sincerely,
Your name
EID 

What transportation services are available for people with disabilities on and around campus? 

There are a few transportation services available: 

• Campus Accessible Parking and Transportation
• Comet Cruiser:
  • 883 Route Map (PDF)
  • 883 Route Schedule
• DART Paratransit Services
• Campus Map