Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act Services Procedure - 50.04.01
College Policy Number/Title:
Disability Services
Howard Community College is committed to providing an accessible education and supportive learning environment for all students.
A student with disabilities who is enrolled in noncredit courses and requires accommodations must contact the disability support services office (DSS) two weeks before the first class begins. DSS will notify the division of continuing education and workforce development.
A student with disabilities enrolled in credit classes should first schedule an appointment with a counselor in the disability support services (DSS) office. The student must provide appropriate documentation of the disability to the counselor. Once appropriate documentation is received, the counselor establishes a list of eligible services. The student and the counselor then agree upon appropriate academic accommodations during the intake appointment. Next, and for each term enrolled, the student activates their accommodations using an online accommodation request system and an accommodation memo email is generated for each of the student’s instructors. Accommodations are not in effect until the student activates their accommodations by using the online accommodation request system to indicate which services the student wishes to use in each class. This activation process needs to be completed each term that the student is enrolled. The activation process sends automated email notices to the student’s instructors. Accommodations cannot be applied retroactively before the date they were activated for that term.
All information provided to DSS is confidential and is used to determine appropriate and reasonable academic accommodations.
Scheduling Services
To schedule a sign language interpreter, a credit or noncredit student must notify DSS of the student’s semester schedule at least two weeks prior to the start of classes. It is highly recommended that a student requiring interpreter services register early and work closely with the interpreter coordinator to give the college ample time to secure sign language interpreters. Interpreters are available for college activities, and requests must be submitted two weeks in advance. Requests to change an established interpreting service must also be submitted two weeks in advance.
A student who requires the use of a reader, writer, or proctor must first get this accommodation approved by the DSS counselor. The student then meets with DSS staff to review the procedure to request a reader, writer, or proctor for tests. The DSS office forwards a copy of the student’s eligibility to the appropriate DSS staff member authorizing the use of the service. Once use of the service is approved, the student works with the appropriate DSS staff member to schedule each exam. It is the student’s responsibility to schedule each test throughout the semester, following the steps outlined by DSS. All attempts are made to schedule the exam at or around the same time the exam is being given to the rest of the class, but this may not always be possible.
Assistive Technology
A student who uses assistive technology, such as text readers or software applications, must first receive training. Training is available through DSS. A student who uses assistive technology in classrooms and labs, modified course materials, or special seating/workspaces, should notify the counselor at least three weeks before the beginning of classes. A student requiring alternate formats of print materials should work with the assistive technology specialist. A student in need of books in alternative format must give the DSS office four to six weeks’ notice to ensure availability by the start of classes.
A student who uses a wheelchair or who has limited mobility should notify the instructors well in advance if enrolled in a field trip course where the college is providing transportation, as the college must provide accessible transportation to a student with mobility impairment. It is the responsibility of the staff or faculty responsible for planning the trip to make sure this accommodation is met and that the field trip site has arranged for any necessary accommodations or modifications.
Course Waivers and Substitution
A student requesting a course substitution based on a disability must meet with a DSS counselor to review the college’s policy and procedures. Based on the individualized assessment of a student’s disability documentation by the DSS office, it may be determined that the student:
- does not qualify for a course substitution.
- should attempt the required course and document a sincere attempt to complete the course.
- may be eligible for a substitution of the required course if the DSS counselor determines that the student may be eligible for a substitution. If that determination is made, the student then follows the guidelines outlined below.
Guidelines for Requesting a Substitution of Courses in Degree and Certificate Programs for Learning-Disabled Students
A student may request a substitution if they submit clear documentation of the disability that affects the student’s ability to complete the coursework.
The student may be asked to demonstrate an inability to complete the course by making at least one sincere attempt at passing the course. If the student was asked to attempt the course, the student needs to have demonstrated a sincere effort to complete the coursework by taking advantage of all academic support services available on campus (i.e., tutoring, extra hours in the academic labs, and use of faculty office hours), as well as using the academic accommodations approved by the DSS office.
The appeal process to request a substitution is as follows:
- The student submits a written request for a course substitution to the vice president of teaching and learning (VPTL).
- The VPTL convenes a panel consisting of one faculty member from the student’s area of study or one faculty member from the content area, and one staff member from DSS.
- The panel exercises fair and reasonable deliberation in deciding the course substitution and makes a recommendation to the VPTL for a decision.
- If it is determined that the student should be granted a course substitution, and the student has received a failing grade in the attempted course, the F or FW grade is removed from the GPA calculation.
- The decision of the VPTL is final.
Personal Care Attendants
A student requiring personal care attendant (PCA) services must arrange for PCA services. The college is not responsible for coordination or financial responsibilities for PCA services.
The student and the PCA must register with the DSS office and sign an agreement detailing the roles and responsibilities of both parties.
Service Animals
A service animal, as defined by the ADA, has been individually trained to do work or perform tasks for the benefit of an individual with a disability (ADA Title III, 28 CFR SEC 36.104).
HCC recognizes and supports the assistance a trained service animal can provide a student with a disability. A student who uses a service animal should contact the DSS office to register as a student with a disability. The DSS counselor will evaluate the documentation of disability and discuss appropriate accommodations, including the assistance of a service animal.
Grievance Process
A student who has questions or concerns regarding their accommodations must contact DSS. If the student’s accommodation concern is not resolved, the student then contacts the DSS director. Unresolved matters must be detailed in writing and then will be referred to the 504/ADA coordinator for resolution.
A student having difficulty receiving approved accommodations from instructors is encouraged to speak with the instructor first, but if the complaint is not resolved, the student should immediately notify the DSS counselor. The DSS counselor will contact the instructor. If the complaint is still not resolved, the student should speak with the DSS director/504 coordinator. Concerns not resolved by the DSS director/504/ADA coordinator will be brought to the attention of the vice president of student success and the vice president of teaching and learning for remedy. The vice president of teaching and learning makes the final determination.
Effective Date: 10/21/22
President's Office Use: VPSS/VPTL - CAT