Support Services

Reasonable Accommodation Defined

A reasonable accommodation is a modification or adjustment to a course, program, service, or facility that ensures an equal opportunity for qualified students with disabilities to participate in, and enjoy the benefits of, a service, program, or activity.  Aids, benefits, or services need not produce equal results, but must afford an equal opportunity to achieve equal results.

Support Service Availability 

The availability of support services is dependent upon the needs of students and their current functional limitations. It is entirely up to the student whether to access services. However, no student shall receive support services without proper verification of their disabling condition. Disability Support Services (DSS) will utilize the interactive process with each student to determine what accommodations will be provided. Consideration will be given to the documentation provided and history of using accommodations. Accommodations or modifications cannot be provided if they would result in a fundamental alteration to a course or program of study. In situations in which a request for a specific accommodation has been denied by the Disability Support Services office, the student can appeal the decision directly to the ADA Appeals Officer (see Grievance Policy for more details). In addition, it is important for students to understand that the accommodations authorized by Disability Support Services apply only to California State University, San Marcos.

Temporary Disabilities

Interim, or temporary support services may be approved for students whose disability documentation is inconclusive and are in the process of being reevaluated. Students who are experiencing temporary medical (or psychiatric) conditions should consult with Disability Support Services to determine what academic adjustments they might be eligible to receive. Students who need accommodations as they follow their prescribed post-concussion protocols need to follow up with Disability Support Services to see what can be done to reasonably support them. Any student experiencing pregnancy related complications are encouraged to consult with Disability Support Services to determine what academic adjustments they might be eligible to receive. In addition, pregnant students are strongly encouraged to contact the DHR/Title IX Office to see what support can be provided by that respective program as well.

Campus Tours

Campus tours are normally provided through the office of Enrollment Services. However, students with disabilities may request a tour of the campus from the DSS office to learn about the accessible features of the campus.

Priority Registration/Registration Assistance

Priority registration is provided to students who require interpreting/captioning services, access to information in alternate format, special testing accommodations, those who are currently receiving special medical treatment that requires them to be available at specific periods of the day or to those with significant mobility impairments. If a student believes they need priority registration for disability related reasons, they need to speak with their DSS counselor. DSS staff may be able to provide some assistance to both present and future students with disabilities with applications for financial aid, admissions paperwork, and other university related services. However, in some cases, students might be referred to other professionals on campus to fill out paperwork or have questions answered that are beyond the scope of the DSS staffs’ working knowledge.

Special Parking

A valid DMV Placard, DP or DV License Plate and a valid parking permit are required to access designated disabled parking spaces on campus. All students are required to purchase a valid Student Parking Permit each semester. However, students with a DMV Placard or (DV) License Plate may be eligible for a student parking fee waiver if the Financial Aid Office determines they are financially eligible. The necessary paperwork to apply for a parking fee waiver is available through Parking and Commuter Services. Please check the Parking and Commuter Services’ website for a Request for Waiver of Parking Fee form.  

Services for Students with Cognitive Disabilities

(ADHD, Acquired Brain Injuries, Psychological and Learning Disabilities)

Students who have a documented cognitive disability (i.e., psychological disorder, ADHD, learning disability or acquired brain injury) that substantially limits one or more areas of major life functioning are eligible for services through DSS. Documentation of an existing cognitive disability may be used when: (1) documentation is submitted by a professional qualified to diagnose the disability (i.e., neurologist, psychologist, psychiatrist, learning disabilities specialist); (2) documentation includes the appropriate testing, evaluation procedures, and test results used to make the diagnosis; (3) documentation adequately addresses alternative explanations (other than a disability) which might cause or contribute to academic difficulties (i.e., motivational, social, educational and language factors); and (4) testing and evaluation results were completed when the student was an adult and are recent enough to provide information on a student’s current level of functioning (usually within the past five years).

Comprehensive screening is available through DSS for students who are experiencing academic difficulties and suspect that they may have an undiagnosed cognitive disability. During the screening process, the student will be asked to complete a psychoeducational screening questionnaire and will meet with a DSS professional. Students whose academic difficulties appear to be due to an undiagnosed disability will be encouraged to seek a further evaluation by an off-campus provider. If the student does pursue an evaluation for a cognitive disability from a qualified provider, they are strongly encouraged to ask the provider to consult with DSS prior to completing the evaluation. Please note that DSS does not provide diagnosis or treatment of disability related conditions and is not responsible for payment of services provided by off campus providers. Students who are experiencing academic difficulties due to factors other than a disability will be referred to other available services and/or useful resources on campus and in the community. 

Disability Related Counseling and Advising

Students with disabilities are provided with counseling for concerns related to their disability. Please note that disability related counseling is not meant to take the place of treatment for a mental illness. Students in need of evaluation or treatment for a psychological disorder may be referred to a qualified professional. Academic advising is officially provided by the assigned advisors through Undergraduate Advising Services and the various colleges. The DSS counselors can provide students with supplemental academic advising. Students are responsible for meeting with their official academic advisors to ensure they are taking the necessary courses to complete their degree requirements. 

Interpreter Services /Captioning Services

Interpreter services include manual and oral interpreting for students with documented hearing impairments that necessitate services. Interpreters will be provided in the following order of priority: classroom use (earliest requests are given priority), classroom required activities, student/professor meetings, approved campus activities, and Associated Student sponsored activities.

Real time captioning services are available to those students with significant hearing impairments who prefer this service rather than sign language interpreting. Students utilizing this service must attend class to obtain a copy of the printed transcript. 

It is the responsibility of the student to meet with DSS well in advance of each semester to make arrangements for interpreter services / captioning services. Once interpreter / captioning services have been set up, the following rules apply:

1. Students must inform DSS at least two working days in advance if they plan on missing a class due to reasons beyond hospitalization or illness.
2. If a student becomes seriously ill and will not be able to attend a class, it is their responsibility to notify DSS as soon as possible (preferably 24 hours in advance).
3. After three student no-shows (without good cause) in the same class, interpreter / captioning services will be canceled. To reinstate services, the student must set up a meeting with the Support Services Coordinator. 
4. Interpreters / real time captioners will wait fifteen minutes for a student to arrive for class. If the student does not show in the first fifteen minutes of class then the interpreter / real time captioner will leave the class. Students must be present in class before they can secure a printed transcript from the real time captioner. Students receiving classroom transcripts cannot share these documents with other students in the class or sell them. Students discovered doing either will be reported to the Dean of Students.
5. Should an interpreter / real time captioner not show up for an assignment, the student should contact DSS as soon as possible. If available, a replacement will be sent. If a substitute cannot be scheduled, the student will be given the options of obtaining a written transcript of the lecture or making an interpreter available for signing the audiotaped or videotaped lecture.

Research and Technical Assistants 

The Library and Information Services staff is strongly committed to providing equal access to students with disabilities. Students in need of assistance in utilizing the services offered are encouraged to contact Library and Information Services at least five working days in advance to schedule an appointment for assistance.

DSS will provide lab assistants for students whose disability prevents them from freely taking part in the laboratory experience. However, prior notice to DSS of at least a month is required for planning purposes.

Course Materials in Alternate Format

Students requiring classroom materials in alternate format (i.e., Braille, audiotape, large print and electronic format) will need to work very closely with DSS in order to ensure timeliness in the delivery of the needed materials. Students requiring course materials in Braille or in large print should contact DSS well in advance of each semester. Materials will be provided in alternate format if they are not available from other sources (i.e., Library of Congress or Braille Transcribers Guild). Only materials needed for a particular course in which the student is enrolled will be made available in alternate format. Only students with documented print impairments are eligible to receive materials in alternate format. Students must show proof of purchase for materials that need to be converted before they can take possession of the material in E-text format. Students needing to access a reader can choose their own person or request DSS to provide one. The use of a reader is only for course related support for materials not already available in alternate format. However, there are exceptions and each request for a reader will be evaluated on a case-by-case basis. Please read the Alternate Format Policy and processes carefully. 

Academic Support

Tutoring is not a required accommodation under either the Americans with Disabilities Act or the Rehabilitation Act of 1973. However, tutoring services that are provided to the general student body must also be equally available and accessible to students with disabilities. The following academic support labs are open to any enrolled student: the Writing Center, the Math Lab, the Accounting Lab, the STEM Center, PARL, and the Academic Success Center. All of these labs have proven to be of great assistance to students with specific subject matter needs and more information on them can be found on the CSUSM homepage (www.csusm.edu).

Notetaker Services

Students who are approved for notetaking services can either recruit their own notetakers for each class or have DSS directly recruit notetakers for them. Students will need to promptly notify DSS of any issues arising with a notetaker to result in a quick resolution.

If the student recruits their own notetaker then the notetaker will need to be directed to DSS in Administrative Building, Suites 4200 & 4300 to fill out paperwork and pick up the notetaking packet. Notetakers can use the copy machine in DSS to copy their notes for the student in need and we will put them in a pick-up drawer. Notetakers can also scan and email their notes to the student in need or provide them in hard copy.

Only CSUSM enrolled students are eligible to serve as a volunteer notetaker and receive a semester of priority registration and a Letter of Volunteer Service. In very specific cases, DSS may approve for a notetaker to be paid on an hourly basis. Students can also choose to make use of Messenger Pigeon in lieu of using a student notetaker. 

In order to receive notetaking services, the DSS student is expected to attend class on a regular basis. The only exception, other than emergencies, will be in cases where a student misses class meetings due to documented disability related reasons. In such cases, DSS will require current documentation from a treating professional to verify the legitimacy of the student’s absences.

Students should contact DSS to resolve any issues that might arise with a notetaker. Any questions regarding the notetakers or notetaking related services can also be directed to the Notetaker Coordinator at notetakers@csusm.edu.

Audio Recording and Transcript Services

The use of recorded lectures (audio or visual) and transcripts are for your own individual use only.  You cannot release, share or duplicate recordings or transcripts without prior authorization from your instructor. Please be advised there might be circumstances in which you will not be permitted to record a course lecture(s) when privacy laws such as HIPAA are applied.  In addition, there might be rare instances in which it is not appropriate to have something recorded that is confidential. Recording accommodations should be handled similarly to note-taking. When information will not be required to complete an assignment or to prepare for an exam students may be told to stop taking notes and stop recording. You do have a responsibility to notify your instructor at the start of the semester that you will be audio recording their class lectures.  Please be sure and provide each of your professors with your authorized accommodation paperwork from Disability Support Services.  Any misuse of recorded lectures or transcriptions will be referred to the Dean of Students Office. All recorded material shall be destroyed at the end of each semester unless another agreement has been made between the instructor and the student. Instructors can require students to sign a Tape Recording/Transcript Contract as well. 

Adapted Equipment 

The following items are available and approved on a case-by-case basis, for student use in the academic setting: tape recorders and players, digital recorders, talking calculators, specialized devices for playing RFB&D books, raised line drawing kits, portable magnification devices, spellcheckers, Perkins Brailler, assistive listening device and a TDD (for in-office use only). These items, except for the TDD, are available on a case-by-case basis and must be checked out and returned each semester. Students who fail to return loaned equipment will be referred to the Dean of Students Office for appropriate action.

Additionally, DSS has several mobility scooters for students with orthopedic impairments to use on a short-term basis. These scooters can be reserved for one semester at a time on a first-come-first-served basis. It is important for mobility-impaired students to remember that they are responsible for providing their own scooters, canes, wheelchairs, and other individualized pieces of equipment. Students who are registered with the Department of Rehabilitation are encouraged to check with them to see if there is any financial assistance available in purchasing individualized personal equipment. Students can check with their treatment provider to see if their own medical insurance will cover such a purchase.

There is a small Adapted Technology Lab (ATL) in Kellogg Library Rm. 3404 which has specially adapted computer equipment and software. For access to the Adaptive Technology Lab, students can check out an access card from the Library Circulation desk.

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.”

Please note that a service animal is limited to only a dog or miniature horse. 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. The use of a service animal on campus is not dependent on any type of authorization provided through DSS.

It is expected that the handler 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 handler at all times, except where service animals are prohibited.
• Do not pet a service animal without the permission of its handler.
• Do not feed a service animal.
• Do not startle a service animal.
• Do not separate a service animal from its handler.
• Service animals housed in university housing must have an annual clean bill of health from a licensed veterinarian.

However, 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.  However, a therapy animal or companion animals are not service animals. The ADA does not apply to therapy or companion animals used for emotional support. However, Emotional Support Animals are permitted in campus housing but only with the authorization from DSS.

Purchasing Books and Supplies

Students in need of assistance (non-financial) in buying their textbooks and school supplies at the University Store are strongly encouraged to contact Customer Service at (760) 750-4730 to make appropriate arrangements. 

Academic Modifications

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 unless these subjects are required for a student’s specific major or minor. Other academic requirements that need to be considered for modifications will be evaluated on case-by-case basis. Under no circumstances will a course substitution be granted if doing so will substantially alter essential elements of an academic program. The decision to deny an authorized accommodation or academic adjustment can only be made after the completion of a thorough evaluation which must include the instructor, Program Chair and the DSS Director (or designee). A higher level review can be requested by the student and will involve the instructor, Program Chair, DSS Director (or designee), Dean of the College (or designee) and either the Dean of Undergraduate Studies or Dean of Graduate Studies (when applicable). 

Reasonable Accommodations for Extended Learning Students

Disability Support Services will work with students enrolled in programs provided through Extended Learning to ensure reasonable accommodations are provided. Students enrolled in Extended Learning are eligible for the same types of accommodations as regularly matriculated students and must also submit appropriate disability verification. Students with disabilities wishing to make use of reasonable accommodations to take part in the Extended Learning programs need to contact DSS as soon as possible. Students taking coursework at the Temecula Campus need to notify DSS at our CSU San Marcos location promptly for on-site accommodations to be arranged each semester.

Guidelines for Persons with Disabilities in Emergencies

It is important to keep in mind that not all students with mobility impairments are registered with Disability Support Services. As you begin each semester, be cognizant of which classes you are attending that may require special consideration if there was a campus emergency (i.e., locations that require elevators to access). There are guidelines provided through Emergency Management on how best to work with individuals with disabilities during an emergency. However, it is always best for the student to consult with each of their respective instructors on how best to work with them during a campus emergency.  Of course, you can certainly consult with Disability Support Services as well. 

Accommodations Within Internship and Clinical Sites

If a student will need special accommodations to take part in a required internship (or clinical placement) then Disability Support Services (DSS) needs will need to be notified in a timely manner. It is important to keep in mind that DSS will need to work in close collaboration with the field placement supervisor and perhaps the internship/clinical site to determine what accommodations can be provided. It is important to understand that off campus internship/clinical sites are not within the direct control of CSUSM. If the internship/clinical site makes a determination that a requested accommodation cannot be provided at their site, then every effort will be made by the academic program to secure another suitable placement. However, classroom accommodations may not be permitted within the clinical setting if they will result in a fundamental alteration. This will be especially the case when the patient/client within the clinical setting will directly be impacted or professional standards will not be met. It is important to keep that we cannot exempt a student from having to meet the technical requirements, licensing requirements or legal requirements of their respective program.

Disability Access and Compliance Committee (DACC)

The Disability Access and Compliance Committee (DACC) meet 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 Disability Support Services.

Program Evaluation

DSS will provide students enrolled in the program with the opportunity to complete targeted assessments of services provided. Information gathered from assessments or surveys will be utilized for program improvements. This is generally done through a systemwide survey every five years. However, DSS reserves the right to initiate a program review that is independent of the systemwide survey if the need arises.

Grievance Process

1. Meet with a DSS Counselor or Director
   A student who has a complaint regarding determination of disability status, service provision and/or related issues are encouraged to meet with the DSS Counselor or DSS Director or designee.
2. Informal Complaint Resolution
   The DSS Director (or designee) will meet with the student’s instructor to try to resolve the issue informally within 10 working days. The DSS Director will inform the student in writing of the outcome of the interaction no later than 10 working days after the meeting. If an informal resolution is not reached, the student may submit a formal complaint within 100 days of the event/action (or the last date of a related series of events/actions), notwithstanding any action taken by the appropriate administrator.
3. Formal Complaint Resolution - File a Complaint with the Office of Title IX/DHR
   A formal complaint may be filed with the Office of Title IX/DHR by a student who has been denied services by the DSS Director or site designee or is dissatisfied with the services provided.  

The decision regarding formal complaints shall be made by a committee of three people appointed by the Associate Vice President overseeing the DSS.   The Committee’s review will be to ensure due process was followed, and if appropriate, consider new evidence that may affect a student’s requested service or accommodation. The DSS Director will notify the student in writing of the Committee’s decision regarding the complaint. The committee's decision will be final.

Formal complaints must meet one of two criteria:

1. 1. Procedural error occurred that may have impacted the decision, or
   2. New evidence exists that was not reasonably available to present at the time of the original decision or informal complaint process.

4. Right to File a Discrimination Grievance
Any student may file a grievance alleging discrimination by any University department or unit, including DSS.
Examples include:

• • Denial or delay of accommodation
  • Denial of services or auxiliary equipment
  • Unequal treatment
  • Program or architectural inaccessibility
  • Failure to be reasonably accommodated in campus employment

5. Consulting the ADA Coordinator/Compliance Officer
Students seeking to file a grievance are encouraged to consult with the ADA Coordinator/Compliance Officer, Sarah Clegg, who can be reached at nondiscrimination@csusm.edu.

6. Right to File with the Office for Civil Rights (OCR)
Students may also file a grievance directly with the Office for Civil Rights (Region IX).