Faculty Handbook
- Confidentiality
- Faculty Responsibilities
- Questions Frequently Asked by Faculty
- Background on Disabled Student Services
- Mission Statement & Goals
- Roles and Responsibilities of the Office of Disabled Student Services
- Student's Roles and Responsibilities
- Initial Student Contact
- Verification of Disability
- Student File
- Service Animals
- Purchasing Books and Supplies
- Course Substitutions
- Disability Access and Compliance Committee (DACC)
- Grievance Policy
Whatever information a student shares with faculty regarding a disability is highly confidential and needs to be treated as such. Under no circumstances should a student¿s disability situation be discussed in front of the class or in the presence of other students. Information on a student¿s disability should not be shared with other faculty or staff unless there is an absolute need for them to be informed.
In order to receive accommodations, students must disclose to you that they have a disability and have a need for academic accommodations authorized through Disabled Student Services. However, students are not required to disclose specific information on their disability to a faculty member since this information has already been obtained through DSS.
The majority of support services required by students with disabilities are provided through Disabled Student Services. However, the full cooperation of faculty is the key to the timely delivery of approved academic accommodations. In fact, as faculty members, you are legally required to ensure that reasonable accommodations are provided to students with disabilities enrolled in your course(s).
In order for DSS to continue to provide the level of services available, the following is needed from members of the faculty:
- Faculty will cooperate with DSS in providing authorized accommodations and/or support services for the student in a fair and timely manner.
- Faculty will ensure that copies of classroom exams are given to DSS in a timely manner (two working days prior) to enable administration of special testing accommodations.
- Faculty will provide handouts and classroom materials to DSS in a timely manner (three weeks prior) for students who need this material reproduced in an accessible format.
- Faculty will consult with a representative of DSS if there is any question regarding how to implement authorized academic accommodations.
- Faculty will provide a classroom atmosphere which is harassment-free in nature and nondiscriminatory on the basis of race, religion, color, sex, age, handicap, marital status, sexual orientation, and national origin.
- Faculty will respect the confidentiality of students with disabilities and will not disclose information on any student¿s disability without prior consent. This includes even mentioning to fellow classmates that a particular individual has a disability.
QUESTIONS FREQUENTLY ASKED BY FACULTY
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Is it fair to give extra time to students with disabilities when other students have to work under time constraints?
Response: Yes. Other students do not have a disability which significantly impedes their ability to process information quickly or causes problems with seeing or writing. So yes, it is fair as long as the accommodation does not fundamentally alter the nature of the course.
- Do I have the right to give a student needing testing accommodations another form of the class exam?
Response: Yes. If the exam is not scheduled in the same time frame as the class exam, then you can reformat the exam to protect the integrity of the exam. However, the reformatted test would still need to cover the same information as the class exam.
- What does DSS do to ensure that a student does not cheat on an exam?
Response: Students are only allowed to take into a private testing room those aides for the exam that have been approved and indicated by the instructor on the Testing Accommodation Request Form (see Appendix B). It is imperative that this form be filled out in detail and returned to the Disabled Student Services Office as soon as possible after the student has given it to you. In addition, all bluebooks, scantrons, blank paper and dictionaries are closely examined to ensure that nothing is written on them. Students are not allowed to take book bags, fanny packs, purses or other such items into the testing room unless a proctor is present in the room to ensure that these items are not accessed during the exam .
- What happens if a student is suspected of cheating?
Response: A DSS staff member will immediately address the situation and thoroughly document the circumstances. Any evidence will be confiscated and DSS will immediately attempt to contact the professor. The details will be presented to the professor who will decide whether or not the student should be allowed to complete the exam and what further action will be taken. All students are held to the Student Conduct Code, and faculty are encouraged to treat all students the same when a violation occurs.
- What happens if a student with a disability frequently causes unwarranted classroom disruptions?
Response: Irregardless of a student¿s disability they are held to the same Student Conduct Code as everyone else. Faculty are encouraged to consult with DSS for possible intervention. If this doesn¿t work, then the Dean of Students Office should be promptly consulted.
- My course requires classroom participation and attendance. This is clearly stated on my syllabus and is a part of every student¿s grade. What do I do with students whose disability causes them to be absent a significant amount of time?
Response: If classroom attendance and participation are deemed to be essential components of your class and it is written as such in your syllabus, then all students have to be held to the same standard. It is the hope of the DSS office that faculty will work with students who must miss occasional classes for disability reasons.
- I have quizzes everyday in my class. Must all of these quizzes be administered outside of the classroom through DSS?
Response: It really depends on the student and the type of disability. Many students can complete a simple five minute quiz in the classroom setting. However, some cannot and will need to arrange for DSS to administer the quizzes.
- I have a policy of giving no makeup exams. Must I allow a student with a disability to make up an exam missed due to their disability?
Response: Yes. If a student misses an exam for disability related reasons, they are legally entitled to a makeup exam.
- I do not allow students to tape record my lectures. Are students with disabilities who need to tape record a class lecture legally entitled to do so?
Response: Yes. However, you can require that all tapes be returned to you at the end of the semester or that they be destroyed.
- How do I know what accommodations a student is eligible for?
Response: You will receive a Disabled Student Services Approved Support Services form (see Appendix B) from each student with a disability enrolled in your course who requires accommodations.
- What if I provide accommodations which are not on the sheet, or the student asks for an accommodation that is not listed?
Response: You are only required to provide those accommodations listed on the sheet. However, there may be cases where a student¿s disability changes and thus requires an accommodation not on the Approved Support Services form (see Appendix B). In these cases, always consult with DSS on the appropriateness of a requested accommodation. If you decide to provide an accommodation not approved through DSS, then that is your individual choice.
- What about English As A Second Language (ESL) students? They often request additional time to complete an in-class exam due to their unfamiliarity with the English language.
Response: You are not required to provide extended time for in-class exams to ESL students unless they have a documented disability which requires it.
- What happens if I decide not to allow a student a DSS approved accommodation?
Response: Students will be provided with all accommodations approved through DSS unless the instructor can prove an accommodation will fundamentally alter the nature of a course or program. Students do reserve the right to file a formal complaint with the Office of Civil Rights if denied reasonable accommodations. In addition, there have been cases where students have filed for punitive damages against a faculty member.
- What information should I include about DSS on my class syllabus?
Response: It is stongly recommended that the following statement be placed on each class syllabus:
Students with disabilities who require academic accommodations must be approved for services by providing appropriate and recent documentation to the Office of Disabled Student Services (DSS). This office is located in Craven Hall 4300, and can be contacted by phone at (760) 750-4905, or TDD (760) 750-4909. Students authorized by DSS to receive accommodations should meet with me during my office hours or in a more private setting in order to ensure your confidentiality.
Background on Disabled Student Services
The CSU Policy for the Provision of Services to Students with Disabilities was developed in response to State and Federal resolutions and legislation regarding the provision of services to students with disabilities in postsecondary education. These include Assembly Bill 746 (1987), ACR 3 (1985), ACR 201 (1976), and Section 504 of the Rehabilitation Act of 1973.
The California State University is committed to providing opportunities for higher education to students with disabilities, to increase the representation of persons with disabilities in its student enrollment, and to make its programs, activities and facilities fully accessible to persons with disabilities (California State University Policy for the Provision of Services to Students with Disabilities).
The CSU Policy for the Provision of Services to Students with Disabilities clearly states that a qualified handicapped person (in a postsecondary setting) is defined as ¿...a handicapped person who meets the academic and technical standards requisite to admission or participation in the recipient¿s education program or activity¿.
California State University San Marcos opened its doors for its first class of students in August of 1990. The Dean of Student Affairs anticipated there would be a need for a student services professional to work directly with the disabled student population. As a result, a Coordinator was hired to develop services for students with disabilities, as well as to act as an advocate for their highly individualized needs. Presently, the Office of Disabled Student Services is staffed with a Director, Office Manager, Testing Scheduler and a Psychologist & Learning Disabilities Specialist.
Services were developed to ensure that qualified students with disabilities would have equal access to the educational programs and activities offered at Cal State San Marcos.
The Office of Disabled Student Services (DSS) is committed to providing opportunities for higher education to students with disabilities and to making the programs, activities and facilities at Cal State San Marcos fully accessible to students with disabilities.
- To ensure that campus policies address the needs of students with disabilities.
- To ensure that students with disabilities have full access to campus facilities and programs.
- To improve the campus community¿s awareness and understanding of students with disabilities.
- To ensure that educational policies and curricula are accessible for students with disabilities.
- To interact with other agencies in the community who provide services to individuals with disabilities to ensure the availability of all resources.
- To provide appropriate support services for students with disabilities to ensure their participation in the full range of campus programs and activities.
- To involve students in assessing current needs, recommending new services, and expanding existing services as needed.
- To ensure the campus remains physically accessible by providing valuable input to those individuals responsible for future campus construction projects and the maintenance of the existing site.
- To collaborate with other campus units in providing outreach and retention services to all CSUSM students, including students from diverse populations.
Roles and Responsibilities of the Office of Disabled Student Services
The Office of Disabled Student Services (DSS) is committed to providing opportunities at Cal State San Marcos for higher education to students with disabilities, to increasing the representation of enrolled students with disabilities, and to making its programs, activities and facilities fully accessible to students with disabilities.
In compliance with the CSU Policy for the Provision of Accommodations and Support Services to Students with Disabilities, DSS has the responsibility of providing the following services to students with a documented need: disability related counseling, interpreter services, reader services, test taking facilitation, transcription services, and notetaker services (all of these services are contingent on available funding and verified need). Aside from the required support services listed, each university is responsible for providing the following: access to, and arrangements for, adaptive educational equipment, materials, and supplies required by disabled students; liaisons with campus and community agencies; registration assistance; special parking; supplemental specialized campus orientation; consultation with faculty to ensure that the special needs of students with disabilities are appropriately met; and acting as a liaison with campus outreach personnel to increase the representation of students with disabilities. In addition, students who suspect that they have an undiagnosed disability are eligible to meet with a DSS counselor for a comprehensive screening. If indicated, the student will then be referred to an appropriate outside professional for evaluation and treatment at the student¿s own expense.
Student¿s Roles and Responsibilities
Students with disabilities are responsible for contacting DSS to secure support services prior to each semester. DSS encourages and provides opportunities for all students to learn as much about their disability as possible. Students must be knowledgeable of their individual disability to become successful advocates. In an effort to dispel the many negative stereotypes that exist regarding individuals with disabilities, students with disabilities are encouraged to integrate themselves into the campus community and to take an active part in the various opportunities for interaction at Cal State San Marcos. It is hoped that students with disabilities will also take an active part in ensuring that the academic programs as well as the physical site of the campus are as physically and programmatically accessible as possible. Continuous feedback from students is essential for the success of this University.
Once accepted to the University, the student needs to notify DSS so that a packet of information can be either mailed or picked up by them. The information packet includes: The Office of Disabled Student Services Student Handbook, DSS Informational Brochure, Disability Verification Form, Application for Support Services, and the Director¿s business card.
The Disability Verification Form and Application for Support Services are completed and returned to DSS. Once both forms are received by DSS, an intake interview is arranged for each eligible student to meet with a DSS professional. During the intake interview each student is asked specific questions about their disability, information is gathered on the types of support services that the student has received from any previously attended academic institution(s), and the specific support services that will be provided at Cal State San Marcos are discussed. Support services are not implemented until verification of the student¿s disability is received and an intake interview has taken place.
A professionally verified disability is a condition that significantly impairs major life activities and is certified by a licensed physician, psychologist, audiologist, speech pathologist, or other appropriate professional. A student¿s disability, if it is obvious (i.e., amputee, blind, quadriplegic), can be verified by a DSS professional. Students with learning disabilities must submit recent comprehensive evaluation results including cognitive and achievement test scores.
In accordance with the Chancellor¿s Office guidelines, students with disabilities who transfer from community colleges in California where they received services because of a learning disability may be eligible to receive services through the Disabled Student Services program at Cal State San Marcos. However, the Office of Disabled Student Services will determine the specific support services provided at Cal State San Marcos, and students with learning disabilities must meet the CSU Guidelines for the Assessment and Verification of Students with Learning Disabilities in order to qualify for services.
Before a student can receive support services from Disabled Student Services, he/she must have an appropriate professional complete the Disability Verification Form. Once this form is completed, it is immediately placed into the student¿s file, an intake interview is conducted, and appropriate services are arranged.
A student file is made for each student with a professionally verified disability who requests support services through Disabled Student Services. The following information is kept in each student¿s file: Application for Support Services, Disability Verification Form, Evaluation of Disability Documentation and Reasonable Accommodation Request, Approved Support Services form, case notes, diagnostic test results, and other relevant information. Inactive files are destroyed after five years. A student¿s file is confidential. No information shall be released without written authorization from the student. Likewise, the nature of a student¿s disability will not be released to anyone without written authorization from the student.
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Service Animals
According to the Americans with Disabilities Act (ADA), a service animal is defined as ¿any animal individually trained to do work or perform tasks for the benefit of an individual with a disability, including, but not limited to, guiding individuals with impaired vision, alerting individuals to an impending seizure or protecting individuals during one, and alerting individuals who are hearing impaired to intruders, or pulling a wheelchair or fetching dropped items.¿ If an animal meets this definition, it is considered a service animal regardless of whether or not it has been certified through a recognized training program. In compliance with the ADA, service animals must be permitted to accompany a person with a disability on campus.
A therapy animal is one that has reliable, predictable behavior, and is selected to visit with people with disabilities or people who are experiencing the frailties of aging as a therapy tool. A therapy animal may be an integral part of therapy treatment. The therapy animal does not accompany a person with a disability at all times. Thus, laws protecting service animals do not cover therapy animals.
It is expected that the partner of a service animal will maintain strict control of the animal at all times. Service animals may be asked to leave locations on campus when the animal behaves in an unruly fashion (i.e., barking, biting, running around or bringing attention to itself). In addition, it is expected that all service animals be well groomed and kept away from public areas of the campus if they are sick. There may be certain parts of the campus where a service animal cannot be allowed because of potential risk to the animal or laboratory specimens. However, DSS personnel should always be consulted in advance regarding these types of issues.
The service animal must be immunized against diseases common to that type of animal and all vaccinations must be current. Service animals (depending on type) must be properly licensed and must wear a leash. The care, supervision and cleanup of the service animal are the sole responsibility of its partner. Individuals with disabilities who physically cannot clean up after their service animal should contact DSS to make other arrangements. When in the presence of service animals, please observe the following:
- Allow a service animal to accompany the partner at all times, except where service animals are prohibited.
- Do not pet a service animal without the permission of its partner.
- Do not feed a service animal.
- Do not startle a service animal.
- Do not separate a service animal from its partner.
- Service animals housed in university housing must have an annual clean bill of health from a licensed veterinarian.
Students in need of assistance (non-financial) in buying their text books and school supplies at the University Store are strongly encouraged to contact Customer Service at (760) 750-4730 to make appropriate arrangements.
DSS will work closely with an appropriate member of academic affairs in deciding the appropriateness of course substitutions for students whose disability prevents them from completing an academic requirement. Presently, substitution policies are in place for the foreign language and general education mathematics requirements. Under no circumstances will a course substitution be granted if doing so will substantially alter essential elements of an academic program.
Disability Access and Compliance Committee (DACC)
The Disability Access and Compliance Committee (DACC) meets several times a semester to address disability issues of concern to the entire CSUSM community. This committee is comprised of student, faculty, staff and administration representatives. Students interested in learning more about DACC are strongly encouraged to meet with the Director of Disabled Student Services.
Students who are denied appropriate academic accommodations by one of the faculty are encouraged to meet with the Director of Disabled Student Services. The Director will meet with the student¿s instructor to try and resolve the problem informally. If the instructor still refuses to allow the accommodations recommended by DSS, the student will be encouraged to file a complaint with the Dean of Students. If the student files a complaint, the Dean of Students will initiate a formal investigation of the student¿s grievance. Until the situation is resolved, the student will receive the accommodations suggested by DSS. Additionally, any student may file a grievance alleging that he or she has been discriminated against as the result of an action taken by any department or unit of the University, including DSS. Grievances can include, but are not limited to, denial of accommodation, delay and/or denial of services or auxiliary equipment, unequal treatment, program and architectural inaccessibility, or failure to be reasonably accommodated in the employment setting (campus positions only). Students wishing to file a grievance are encouraged to consult with the Dean of Students who is located in Craven Hall 5306 and can be reached by phone at (760) 750-4935. Finally, students do have the right to file a grievance directly with the Office for Civil Rights (Region IX) if they choose to do so.
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