Accommodation for Students with Disabilities Procedures

General

Academic accommodation involves, among other things, providing students with disabilities with equitable access to education. Students have a right to an accommodation in accordance with the B.C. Human Rights Code RSBC 1996 c. 210. Where required, the College will provide reasonable academic accommodation in accordance with the Code and the procedures outlined in this policy.

Roles and Responsibilities

1. VCC has the responsibility to:
   
   
   
   1. provide a welcoming and inclusive environment for students with disabilities;
   
   
   2. ensure that persons are not denied admission on the basis of their disability;
   
   
   3. provide on-going education and information for employees regarding their duties and obligations under the Code;
   
   
   4. work towards making the learning environment universally accessible to students with disabilities, including campus facilities, classrooms, work-integrated learning environments and technology;
   
   
   5. where applicable, implement reasonable academic or other accommodation requests within a reasonable timeframe;
   
   
   6. protect the privacy and confidentiality of students' sensitive information in compliance with the Freedom of Information and Protection of Privacy Act, RSBC 1996 c 165 (the “FIPPA”), and other applicable legislation;
   
   
   7. have a reasonable and fair process for students to request an academic accommodation and, as applicable, address concerns they might have about an accommodation; and
   
   
   8. communicate the availability of Disability Services and accommodations to students.
   
   
   
   


2. Disability Services has the responsibility to:
   
   
   
   1. where applicable, collaborate with students, instructors, the wider College community and/or any other persons appropriate in the circumstances to develop individualized accommodation plan(s) based on a student's documented limitations and restrictions and other relevant factors within the learning environment;
   
   
   2. where applicable and operationally feasible, develop and implement reasonable accommodations with students in a timely manner;
   
   
   3. where applicable, verify a student's limitations and restrictions by collecting appropriate documentation from appropriate medical practitioner, registered psychologist, other health care professionals and/or other appropriate persons as the case may be;
   
   
   4. communicate the accommodation plan to the student and relevant department actors in writing;
   
   
   5. provide all relevant parties with guidance and information about their duties and responsibilities under the Code and engage in collaborative problem-solving when issues arise; and
   
   
   6. protect the privacy and confidentiality of students' sensitive medical or other information in accordance with the FIPPA.
   
   
   
   


3. Instructors and/or other employees have a responsibility to:
   
   
   
   1. understand their obligations in relation to the Code and role in facilitating reasonable accommodation requests;
   
   
   2. where applicable, provide input to Disability Services, the student and/or other appropriate persons to support the implementation and evaluation of individualized accommodation plans and ensure academic integrity and standards are met;
   
   
   3. clearly communicate the availability of Disability Services and accommodations to students;
   
   
   4. consult Disability Services directly if there is any concern regarding an accommodation plan. Relevant instructors and/or staff must not alter a student's accommodation plan or discuss concerns regarding an accommodation plan with students directly.
   
   
   
   


4. Students seeking an accommodation:
   
   
   
   1. must notify Disability Services of their need for an accommodation;
   
   
   2. must meet all established requirements related to admission, assessment, specific course prerequisites, progression and graduation;
   
   
   3. must provide clear, current and credible medical or other reasonably requested documentation to Disability Services substantiating a student's limitations, restrictions and need for an accommodation;
   
   
   4. must notify the College of any changes in their limitations, restrictions and/or accommodation needs within a reasonable timeframe;
   
   
   5. must reasonably cooperate with the College, Disability Services and, as applicable, other members of the College community in the development and implementation of any reasonable accommodation provided to the student during the College relationship;
   
   
   6. must follow the processes and timeframes as outlined in the accommodation plan.
   
   
   
   

​​Documentation

5. To receive disability accommodation, students are required to provide clear, current and credible medical or other documentation reasonably requested by Disability Services.


6. Medical documentation must be obtained from a qualified medical practitioner, registered psychologist or other health care professional who are appropriately certified and/or licensed with specific training, expertise and experience concerning the particular medical condition(s) for which accommodation is being requested.   


7. Appropriate documentation to substantiate the need for an accommodation will typically include the following information: a) confirmation that the student has a disability; b) contain sufficient detail about the student's limitations and restrictions caused by the student's disability; and c) a description of how these limitations and restrictions impact the student's functioning in an educational setting.


8. Disability Services will advise the student on the currency of their documentation.


9. The College does not provide or assume the cost of necessary documentation or diagnostic services.

Timeframes

10. Students requesting accommodation should make their request to the Disability Counsellor or designate at least four (4) months prior to the commencement of the course or program. Implementation of certain accommodation(s) may require time frames in excess of four (4) months. This procedure also applies to students with an existing accommodation starting a new course or program.


11. Students requiring accommodation who have become disabled either permanently or temporarily while enrolled in a course of studies, or students with disabilities whose accommodation needs have changed during their course of studies, must make a request for accommodation to the Disability Counsellor or designate, immediately upon awareness of the need.


12. Students requesting accommodation inside the four (4) month time frame will not be guaranteed accommodation for the current or upcoming term.

Interim Accommodation

13. Students without documentation who are experiencing a barrier related to a known or potential disability may meet with Disability Services to explore their needs.


14. Disability Services will determine if a reasonable interim accommodation is warranted on a case-by-case basis.

Managing Accommodation Concerns

15. Where a student disagrees with the College's decision regarding a request for an accommodation, or the proposed accommodation plan (“Decision”) the Student may seek a review of the Decision with the Department Head of Disability Services or delegate of Disability Services (“Department Head”), in writing, providing sufficient detail as to why they disagree with the Decision.


16. If a student wishes to receive support bringing their concerns forward to the Department Head, they can contact the appropriate services/supports available to students, including, but not limited to, the Arbiter of Student Issues and the Students' Union of VCC.


17. A challenged Decision will be reviewed by the Disability Services Department Head who was not involved in the original Decision.


18. The Disability Services Department Head will meet with the student and, as applicable, any other relevant witnesses, as well as conduct an independent review of all relevant documentation. If deemed necessary, the Department Head may also consult with other relevant persons or conduct additional research as applicable.


19. The Department Head's determination regarding the Decision will be communicated to the student challenging the Decision, in writing, within a reasonable timeframe (the “Determination”).


20. If the student is not satisfied with the Determination, they may appeal the Determination to the Associate Vice President, Student and Enrolment Services, or delegate (“AVP”). Students appealing a Determination to the AVP may only do so on one of the following grounds:
    
    
    
    1. that principles of procedural fairness and natural justice were not followed; and/or
    
    
    2. new information came to light after the Determination was made which would significantly impact the Determination or Decision; and/or
    
    
    3. information that should have been considered in the Determination was not.
    
    
    
    


21. If the review process was not in accordance with the procedures listed in procedure 20. The AVP will review the information and may request to meet with the student, individuals involved in prior decision-making or other relevant parties.


22. An appeal decision will be communicated to the student in writing within a reasonable timeframe. The decision of the AVP is final in terms of this policy.

Privacy

23. VCC will protect personal information collected under this policy to the furthest extent possible and in accordance with the Freedom of Information and Protection of Privacy Act. All personal information will be collected, used, and disclosed in accordance with the Act.