DSS Authorized Academic Accommodations: Guidance for Faculty

The purpose of this resource is to equip faculty with nuts-and-bolts information needed to effectively implement academic accommodations that are more complex in nature, understand the rationale for their authorization, clarify the roles and responsibilities of DSS, students, and faculty, and navigate the CSU-established process for addressing unresolved accommodation questions.

Academic Accommodations Covered in this Guidance:

Assignment Extensions
Documented and Disability-Related Absences
Memory Aid
Oral Presentation
Preferential Seating
Short Breaks in the Classroom
Audio Recording of Class Lectures

Select an accommodation below to view detailed guidance, implementation considerations, and roles and responsibilities.

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Assignment Extensions
How is a DSS student approved for an assignment extension accommodation?

DSS students approved for an assignment extension accommodation have provided DSS with verification of disability from a licensed medical or treatment provider showing functional limitations impacting cognition, processing time, unpredictable and/or fluctuating impactful symptoms, among others and have engaged in the interactive process with a DSS counselor.

How will faculty know if a student is approved for an assignment extension accommodation?
- The following accommodation will be listed on the student’s Faculty Notification Letter:
"assignment extension (amount of authorized time)"
- The specific amount of extended time (e.g. 24 hours, 48 hours, etc.) the student is approved for out of class assignments is also listed on the Faculty Notification Letter as illustrated above.
What is the role faculty will play in this accommodation?
- The assignment extension will apply to ALL out of class assignments in your course this semester effective following your receipt of the Faculty Notification Letter.
- Faculty to contact DSS if there are concerns that the extension would interfere with an essential element of the course, a particular assignment (s), or what you are seeking to measure right away.
- Should there be a repeated number of assignment submissions beyond the approved extension, faculty to contact the DSS who will then reach out to the student and then with the faculty.
- Should an assignment be submitted beyond/after the approved extension, faculty to treat the late submission according to course syllabus for late assignments
- The Department of Education’s Office for Civil Rights has provided specific questions to assess the degree to which strict adherence to assignment due dates is an essential part of a class.:
  - - What do the course descriptions and syllabus say regarding late work?
    - To what extent does the fundamental nature of the course rely upon completion of assignments within a specific timeframe as an essential method for learning?
    - Is the completion of an assignment within a specific time frame a critical component of an assessment activity?
    - To what degree does a student’s failure to submit timely assignments constitute a significant loss of the educational experience for other students in the class?
  - Faculty members who believe that deadline extensions would cause fundamental alterations to their class should direct their concerns to DSS right away.
  - Faculty members should be prepared to provide a rationale if they believe that extending assignment deadlines would result in changes to essential components of the course. (See OCR Case Nos. 09-12-2317; 11-16-2165; 09-17-2090)
What is the student’s responsibility regarding this accommodation?
- Submit the assignment by the DSS authorized assignment deadline.
- Student will contact DSS right away should the disability impact the student beyond the approved extended deadline, before the approved extended deadline has passed.
What is the role the DSS will play in this accommodation?
- DSS will engage with the student, following student or faculty outreach, to discuss any disability-related factors that may be affecting the student's ability to meet the DSS-approved assignment extension.
Items of note for faculty regarding the implementation/parameters of this accommodation:
- This accommodation does not apply to any in-class timed activities or those in a timed, synchronous online setting such as quizzes or exams.
  - Instead, a student's approved test accommodations (e.g. 1.5x) would be applicable and eligible students would be able to take quizzes/exams with the appropriate extended time in DSS's Testing Center or remote DSS or faculty proctored setting, if applicable.
- Approved disability-related assignment extensions do not extend beyond the last day of the course. (Students seeking an incomplete would need to discuss this with their faculty).
- This accommodation does not apply to group work, fieldwork, practicums, or clinicals (unless otherwise indicated).
- Retroactive accommodations are not permitted. This means the assignment extension does not apply to any work that was submitted late before faculty receipt of the Faculty Notification Letter.
Documented and Disability-Related Absence
How is a DSS student approved for a documented and disability-related absence accommodation?

DSS students approved for a documented and disability-related absence accommodation have provided DSS with verification of disability from a licensed medical or treatment provider showing functional limitations impacting attendance and have engaged in the interactive process with a DSS counselor.

How will faculty know if a student is approved for a documented and disability-related absence accommodation? The following accommodation will be listed on the student’s Faculty Notification Letter.

“Documented and Disability Related Absences: Non-Penalty for missed work; allowance to make-up in a timely fashion. Student to inform faculty of each disability-related absence in advance of, or as close to, the absence date(s). Faculty to consult with DSS with any questions.”

What is the student’s responsibility regarding this accommodation?
- Should a student wish to use their approved documented and disability-related absence accommodation in a course, they must first request their approved accommodations via an initial intake (new/prospective DSS students), or in the MyDSS Student Portal (current DSS students) as early as possible—ideally before the start of the semester.
- Although students may request accommodations at any time, it is important to allow sufficient time for faculty to receive the Faculty Notification Letter and contact DSS should they have any questions about the accommodation itself or its implementation.
- When the functional limitations of the student’s disability(ies) directly impact their ability to attend class and they need to exercise their Documented and Disability Related Absences Accommodation, DSS students should:
1. Communicate with faculty regarding a potential or current disability-related absence(s) with as much notice as reasonably possible given the disability impact. Often, DSS students may be unexpectedly hospitalized, delaying or hindering communication or requiring communication from a family member.
2. Acknowledge that this accommodation may no longer remain approved, and alternate options or accommodations may need to be explored, if the number of absences prevents the student from meeting the essential elements of the curriculum, according to learning outcomes delineated in the course syllabus and discussion between DSS and the faculty.
3. Contact their faculty regarding any missed work that occurred during the absence and arrange any make-up quizzes or exams in a timely manner. Once a make-up date/time has been approved by faculty, contact the DSS Testing Scheduler to schedule your make-up exam/quiz.
What is the role the DSS will play in this accommodation?

DSS is responsible for engaging in the interactive process with students and reviewing disability verification from a licensed medical or treatment provider to determine whether the student’s functional limitations support the need for a documented and disability-related absence accommodation. If the documentation supports the accommodation, a DSS Counselor will approve it and include it on the DSS Faculty Notification Letter sent to faculty.

Upon approval of the accommodation, the DSS Counselor informs the student:
- It is the student's responsibility to inform faculty of each disability-related absence in advance of, or as close to, the absence date(s).
- The documented and disability-related absences accommodation may no longer remain approved if the volume of absences poses a fundamental alteration and interfere with the student’s ability to meet the essential elements of the curriculum as stated in the syllabus.
  - The specific number of absences that would cause this accommodation to be rendered invalid, will be determined jointly by DSS and faculty, based on the specific circumstances of each course and situation.
  - Should this accommodation cease to be approved, DSS would explore other accommodations with the student including, but not limited to, course withdrawal.
What is the role faculty will play in this accommodation?
- Faculty will receive the DSS Faculty Notification Letter and note the approved Documented and Disability-Related Absence Accommodation.
- Additionally, faculty will make arrangements with the student to make up any missed work, including quizzes and exams, in a timely manner.
- If faculty believes that the student is approaching a maximum number of absences for the course learning outcomes to be achieved, faculty will contact the DSS right away for a discussion.
  - In this way, DSS would contact the student for an interactive process appointment, relay this information, and explore alternate accommodations including a course withdrawal, etc.
What is the guidance around make-up exams and missed assignments?
- While the disability laws and mandates don’t specify an exact timeframe for makeup exams and missed assignments, such laws require institutions to make a ‘good faith effort’ to offer make-ups and extended deadlines as close to the original deadline as possible, without causing a fundamental alteration or unfairly penalizing a student whose disability prevented them from attending the class, an assignment or exam.
- DSS provides both in-person and remote test proctoring to support the make-up exam process. Faculty should contact DSS for guidance on these student by student, course-specific decisions.
Memory Aid
How is a DSS student approved for a memory aid accommodation?
- A memory aid is authorized by DSS for approved DSS students to use on exams and quizzes when their disability documentation verifies a significant deficit in cognitive processing. Specifically, the student’s disability will have a substantial impact on long term memory and information retrieval. The information provided on the memory aid will assist the student in cuing their memory, without providing the answers.
- The accommodation for a memory aid process requires approval by a DSS Counselor, with consultation with the DSS counseling team, after having engaged the student in an interactive process and carefully reviewing submitted disability documentation. Once approved, the DSS Counselor will review the agreement outlined below with student.
Memory Aid Agreement for Students
- May only use aid for tests and quizzes in DSS approved course.
- The amount of information permitted on the memory aid will vary from course to course and is at the discretion of faculty.
- The student must submit the aid to each faculty for approval, at least five (5) workdays in advance of any exam or quiz, or the aid may not be approved.
- Faculty may decide to create the memory aid for their own class, and require the student to use their memory aid, or may edit the student submitted memory aid information, as needed. The student is responsible for reminding faculty to submit the approved aid to the DSS Testing Center prior to any scheduled exam or quiz.
- If there are any questions or concerns regarding this accommodation, the student will notify DSS as soon as possible because accommodations are not retroactive.
How will faculty know if a student is approved for a memory aid accommodation?

The following accommodation will be listed on the student’s Faculty Notification Letter.

Memory aid (math-based courses) or Memory Aid (general)

What is the role faculty will play in this accommodation?
- To ensure that the use of a memory aid will not result in a fundamental alteration, or interfere with the essential elements of what the faculty is seeking to measure, to a course or academic program, it is essential for the faculty for each course to be involved in the process of determining what can and cannot be included on the aid.
- The contents of a memory aid are at the discretion of each faculty and should not run contrary to the essential requirements of the course.
- Should the Faculty (in consultation with their program chair) believe a memory aid of any kind compromises the integrity of the course or poses a fundamental alteration, faculty should contact the DSS right away.
- Review Contents of the Memory Aid and Delivery to the DSS Testing Center
- Per the discretion of the faculty, a memory aid may or may not include: abbreviations, acronyms, charts, definitions, formulas, graphs, mnemonics, sample questions, short phrases, tables, terms, pictures etc. A memory aid should not include specific examples of how formulas are used, or include answers that may be part of a given test or quiz.
- Information on the aid must be pre-approved by the faculty, who then sends it directly to the DSS Testing Center for security purposes. In brief, it is not an answer sheet.
- The faculty member and student should have a discussion on what is permissible to include on the memory aid well in advance of any upcoming exams/quizzes, to eliminate confusions or misunderstandings.
Oral Presentation
How is a DSS student approved for an oral presentation accommodation?

DSS students approved for an oral presentation accommodation have provided DSS with verification of disability from a licensed medical or treatment provider showing functional limitations in the areas of oral presentations and have engaged in the interactive process with a DSS counselor.

How will faculty know if a student is approved for an oral presentation accommodation?

The following accommodation will be listed on the student’s DSS Faculty Notification Letter that DSS will send following the student’s request. The Letter will also be available in the MyDSS Faculty Portal.:

Oral Presentation Accommodation: DSS to consult with faculty. Student to contact DSS each semester to initiate the process.

What is the student’s responsibility regarding this accommodation?
- If a student wishes to use their approved oral presentation accommodation in a course during any semester, they must first request this approved accommodation in the MyDSS Student Portal for the specific course(s) as early as possible—ideally before or at the start of the semester. DSS will then send the Faculty Notification Letter to faculty and it will be available in the MyDSS Faculty Portal.
- Although students may request this authorized accommodation at any time, it is important to allow sufficient time for faculty and DSS to discuss how the accommodation can be implemented. Because the appropriate implementation of the oral presentation accommodation may differ by course and assignment, advance planning is essential.
- The student must meet with a DSS counselor each semester should they seek to use this accommodation.
  - During the meeting, the student should be prepared to share the course syllabus and discuss which courses/assignments they seek to use this accommodation and how they are requesting to have the oral presentation accommodation implemented.
What is the role the DSS office will play in this accommodation?
- DSS is responsible for engaging in the interactive process with students and reviewing disability verification from a licensed medical or treatment provider to determine whether the student’s functional limitations support the need for an oral presentation accommodation.
- If the documentation supports the accommodation, a DSS Counselor will approve it and include it on the DSS Faculty Notification Letter.
- Once a DSS student is approved for the oral presentation accommodation and contacts DSS, the office will correspond with each faculty regarding the course, the specific assignment with an oral presentation component, the approved accommodation, and how it can be effectively implemented.
What is the role faculty will play in this accommodation?
- Faculty will receive the DSS Faculty Notification Letter from DSS and note the approved oral presentation accommodation.
- Faculty should not inquire about a student’s disability.
- As the subject-matter expert, the faculty will collaborate with the DSS Counselor to explore how the accommodation aligns with the course structure, assignment and curriculum requirements, and learning outcomes.
- Together, DSS and the faculty member will determine what oral presentation accommodation(s) are appropriate and do not alter the essential elements of the assignment or what the faculty is assessing according to the syllabus and other related documents.
- DSS will then email/contact the student with the specific details of how the oral presentation accommodation will be implemented in the course.
What are examples of Oral Presentation Accommodations?
- Oral Presentation Accommodations will vary from course to course, and student to student.
- Oral Presentation Accommodations may include the use of a cue card or memory aid, presenting to the faculty one-on-one, presenting to the class in an electronic format (e.g., over Zoom), or recording the presentation and then showing it to the class.
  - However, other accommodations can be discussed to ensure that the student’s disability-related functional limitations are being addressed and to ensure that essential elements of the course are met.
Preferential Seating

How is a DSS student approved for a preferential seating accommodation?

Due to the nature of the disability, preferred seating in the classroom is needed and has been approved to allow the student equitable access to the lecture and related educational content.

What is the role faculty will play in this accommodation?

We ask for faculty support in working with the student to ensure preferred seating listed on the Faculty Notification Letter and available in the MyDSS Faculty Portal. We invite you to discuss how to best secure this seating with the student in a confidential manner.

Should you need further support from the DSS, please contact us right away.
Short Breaks in the Classroom
How is a DSS student approved for a short breaks in the classroom accommodation?

This accommodation, permission to leave class as needed to manage disability/medical needs (aka "short breaks from class"), supports students with disabilities that may impact their ability to remain seated for extended periods, require frequent or unpredictable restroom use, or necessitate medical monitoring or medication.

This accommodation is approved based on documentation from a licensed medical or treatment provider and through the DSS interactive process.

What is the student’s responsibility regarding this accommodation? When using this accommodation, students are expected to:
- Whenever possible, sit in a location close to an aisle or an exit.
- Exit the classroom quietly to minimize disruption.
- Return to the classroom quietly to avoid disrupting instruction.
What is the role faculty will play in this accommodation? Guidelines for Break Duration and Frequency
- Because qualifying conditions vary and may be unpredictable, a fixed duration for breaks cannot be established. If a faculty has concerns about the length, frequency, or timing of breaks, particularly if they appear disruptive, they should contact DSS for consultation.
- A DSS Counselor will review the concerns, follow up with the student as appropriate, and determine whether adjustments or additional supports are needed.
Audio-Recording of Class Lecture
Purpose

This resource provides faculty with information and guidance for implementing audio recording solely for the purpose of providing equitable access as an approved accommodation at CSUSM. It outlines the role of Disability Support Services (DSS), faculty and student responsibilities, permitted uses and restrictions related to recordings, and procedures for addressing concerns or suspected misuse.

Partnership and Shared Commitment

DSS values its partnership with faculty in the implementation of approved audio recording accommodations. Through collaboration, consultation, and the interactive process, DSS and faculty work together to provide equitable access for students with disabilities while respecting intellectual property, academic freedom, and the integrity of the learning environment. By working together, DSS and faculty help ensure accommodations are implemented consistently and effectively in support of student access.

Audio Recording Accommodation – Definition
- Audio recording of classroom lectures may be approved as a reasonable accommodation for students with disabilities under the Rehabilitation Act of 1973. 29 U.S.C. § 701 et seq.; 34 C.F.R. § 104.44. The accommodation is authorized only when Disability Support Services (DSS) determines it is necessary to address disability-related functional limitations and provide equitable access to course content. Authorization is limited to the approved student, the approved course(s), and the duration of their CSUSM academic career.
- CSU’s Policy for Provision of Accommodations and Support Services to Students with Disabilities also identifies note-taking technology, including digital audio recording devices, as a reasonable accommodation for eligible students with disabilities.
- Students approved for this accommodation will use DSS-purchased note-taking application (app), Messenger Pigeon by Habitat Learn, to record lectures through a digital audio recorder, laptop, or phone, or a stand-alone digital audio recorder.
Accommodation Approval Process
- DSS determines eligibility for audio recording as a reasonable accommodation through the interactive process and review of relevant disability-related documentation. DSS will authorize audio recording only when it specifically addresses a student’s functional limitations and is necessary to provide equitable access to classroom lectures. Faculty with inquiries about the accommodation may contact DSS for a collaborative discussion.
Student Role and Responsibilities
- Notification: A student registered with DSS must inform faculty of their approved accommodation to audio record classroom lectures in a timely manner before they record any classroom lectures or activity. Approved audio recording accommodations will be listed on the Faculty Notification Letter (available in the MyDSS Faculty Portal) that outlines the student’s authorized accommodations and the approved and disallowed uses for the audio recording and states when the recording is required to be deleted.
- Recording Agreement: To protect faculty proprietary interest in class lectures, a student approved for this accommodation will sign a DSS Classroom Recording Agreement in their MyDSS Student Portal. By signing the Agreement, students acknowledge their responsibility to protect the confidentiality of class recordings and to use the recordings solely for their personal educational use in accessing course content as an approved accommodation. Students may not share, distribute, post, publish, edit, or otherwise use the recordings for any purpose unrelated to the approved accommodation. Students are expected to securely delete recordings when they are no longer needed for the educational purpose for which the accommodation was approved and no later than the conclusion of the course, unless otherwise authorized by DSS.
- Failure to comply with these requirements may result in the loss of recording privileges and disciplinary action through the student conduct process.
- Limitations on Recordings: A student must immediately pause recording when faculty inform the class that recording is temporarily suspended due to open discussion, confidential disclosures, sensitive subject matter, protected student information, or other circumstances identified by faculty. Recording may resume only after faculty indicates that recording may continue.
Faculty Role and Interactive Process

If DSS authorizes audio recording of class lectures as a reasonable accommodation for a registered student, faculty may not prohibit the recording unless extenuating circumstances require further review. Faculty who have concerns about the accommodation should promptly contact DSS before denying or limiting the student’s approved accommodation.

Extenuating circumstances may include situations where audio recording would fundamentally alter the class experience or essential elements of instruction, or where recording the class, lecture, or discussion poses a legitimate threat to others. DSS, in consultation with the faculty, will engage in the interactive process to determine whether limitations or an alternative accommodation is appropriate.

Unresolved Concerns and Fundamental Alteration Review

If faculty, DSS, the student, and the appropriate academic department representative are unable to resolve concerns about the implementation of an approved audio recording accommodation, the matter will proceed through the Fundamental Alteration Review Process outlined in the CSU Policy for Provision of Accommodations and Support Services to Students with Disabilities. This process is used to determine whether the accommodation would fundamentally alter an essential course/program requirement or whether an appropriate limitation or alternative accommodation is warranted.

Permitted Use and Restrictions on Class Recordings

Class recordings are provided solely as an approved accommodation to mitigate the effects of a verified disability and provide equitable access to course content.

Students may not:
- Share recordings with other students without faculty's prior written permission.
- Post, upload, distribute, or publish recordings on websites, social media platforms, podcasts, file-sharing services, or any other public or private venue.
- Make recordings available to any individual not authorized to access them.
- Alter, edit, modify, or manipulate the original recording in any way.
In addition:
- Recordings may not be made publicly accessible without the written consent of faculty and any students whose voices are included in the recording.
- Any student seeking access to another student's approved recording must first obtain written permission from faculty.
- Recordings may be retained for the duration reasonably necessary to support the students' access to course material through the approved accommodation. Students are expected to permanently delete recordings at the end of the course unless a longer retention period is specifically authorized by DSS or required by law.
Unauthorized Use and Failure to Comply
- Students approved to audio record class lectures as an accommodation must comply with all terms and conditions of the DSS Classroom Recording Agreement. Unauthorized use, disclosure, distribution, publication, modification, or sharing of recordings constitutes a violation of the Agreement and may violate the California State University Standards for Student Conduct as outlined in Title 5 of the California Code of Regulations. The student for whom recording has been authorized takes full responsibility for assuring compliance with all terms under which the recording has been authorized.
Violations may result in referral to the Dean of Students Office for review under the Student Conduct process and the Student Academic Integrity Policy. Disciplinary sanctions may be imposed in accordance with applicable CSU and CSUSM student conduct procedures.

Process for Suspected Misuse of Recordings

When a potential violation of the Classroom Recording Agreement is reported:
1. The faculty member shall submit a referral to the Dean of Students’ Office and provide information regarding the alleged misuse.
2. The Dean of Students Office will send a notice to the student's CSUSM email account requesting that the student contact the office and schedule a meeting with a Student Conduct Administrator.
3. During the conduct process, the student is informed of the applicable Standards for Student Conduct (Title 5, Section 41301) and CSU Systemwide Student Conduct Procedures.
4. The allegation is reviewed and adjudicated through established student conduct procedures, and sanctions may be imposed if a violation is found.
Optional Syllabus Language

To support consistent communication of expectations regarding audio recording, classroom content, and the use of instructional materials, faculty may consider including syllabus language consistent with guidance provided by CSUSM’s Faculty Center. The Faculty Center has developed optional language that faculty may elect to use, including the following examples:

Recording and Intellectual Property:

“Students are not permitted to record classes or lectures without permission or an authorized academic accommodation through Disability Support Services (DSS). Students who may need a recording accommodation should contact DSS. DSS will determine appropriate accommodations and provide support and related information as needed.”

“Please do not share any course materials, whether in person or online, that I have posted on Canvas or distributed in class. This includes, but is not limited to, the syllabus, lecture slides, assignments, exams, and other instructional content. These materials are my intellectual property, and unauthorized distribution may be subject to the student conduct policy.”

Suggested language for a syllabus and/or class announcement:

Faculty Announcement Regarding Limitations on Note-Taking and/or Audio Recording

“At times, class discussions or presentations may involve sensitive subject matter, confidential information, or content that requires additional privacy considerations. In these situations, I may ask students to temporarily pause note-taking and/or audio recording during a designated portion of the class session. Students will not be assessed on material presented during this time period. I will clearly indicate when note-taking and audio recording may resume.”

Faculty Announcement Regarding Audio Recording Usage

“Audio recording of classroom lectures requires express permission and authorization. Students seeking to audio record lectures must speak with me directly before doing so.”

When Accommodation Questions Remain Unresolved

If accommodation-related questions cannot be resolved through consultation between the faculty member and DSS, and remain unresolved after consultation with the Program Chair, the Fundamental Alteration Review Process outlined in the CSU Policy for the Provision of Accommodations and Support Services to Students with Disabilities will be initiated.

Faculty members should never unilaterally deny or refuse to implement an approved accommodation. Any concerns regarding the appropriateness or feasibility of an accommodation must be discussed with DSS and reviewed through the established consultation and review process.