When a student registers for accommodations in your specific course, you will receive a signed ARO Letter of Accommodation (LOA) confirming the student’s association with our office and their approved accommodations. This letter is your indication that the accommodations are necessary, but does not include information regarding the student’s disability/diagnosis. Please do not ask the student for more information on their diagnosis. You can contact the ARO if you need assistance in understanding how to best support the student.
The student will determine when he/she will use accommodations. It is not uncommon for a student to use accommodations for some classes and not others, on some exams and not others.
Faculty can access accommodation information, upload exams that are proctored by the ARO, and more through the AIM instructor portal. You can access this through my.westmont.edu and searching “ARO”.
Faculty Responsibilities
Be aware of and familiarize themselves with the college's policies and procedures related to disability services.
Communicate with the ARO and students about accommodation needs and collaborate in the implementation of approved accommodations.
Maintain confidentiality regarding information about students' disabilities and accommodations.
Implement approved accommodations for students in a timely and effective manner. Denying approved accommodations can cause the college a serious liability. If you believe that an approved accommodation will fundamentally alter your course, please contact the Director of the ARO to find a solution that will address the underlying need of the student while also maintaining the course goals.
Ensure that teaching materials are accessible, working toward universal design for learning.
Participate in professional development opportunities related to inclusive teaching and working with students with disabilities.
Faculty Rights
The right to clear communication from the ARO regarding the accommodations provided to students in their classes.
The right to consult with the ARO to discuss appropriate accommodations and modifications for students with disabilities.
The right to expect that accommodations provided for students with disabilities are reasonable and do not fundamentally alter the nature of the course or learning outcomes.
The right to have access to resources and training to better understand and implement accommodations effectively.
Common Accomodations
Proctoring (extended time and/or a separate testing environment)
Students approved for a separate testing environment have the right to take any exam or quiz proctored by the ARO. They can also opt to take it traditionally with the class, or ask for it to be proctored by the department. We proctor exams in individual camera monitored cubicles outside our offices.
Once we approve a student’s exam request, it requires additional information to be submitted by you, as well as a description of how and when the exam will be delivered. You can upload it electronically on AIM using a link sent to you through email, or you can hand deliver a hard copy. The student must submit the request online at least 3 business days prior to the exam in order to be guaranteed their accommodation(s), although we do our best to accept late requests as possible. Please upload your exam at least 24 hours in advance, so our staff has time to prepare the materials.
Please note that we proctor exams with extended time around the same time frame as the class. Please inform our office if the day, time, or allotted time are inaccurate. If the exam needs to be rescheduled entirely due to a schedule not allowing for the extended time, we will request your permission for an alternate time.
Completed exams can be scanned and uploaded to AIM within 24 hours, or a hard copy may be picked up (final exams must be picked up). When you provide instructions for your exam on AIM, you can specify how you want to collect the exam.
How to access a scanned exam on AIM:
- Go to the my.westmont.edu portal and search ARO (you might want to save this as a favorite). Once you click on ARO, select Faculty portal. This will already have you logged in to your AIM account.
- Once in the AIM portal, click on Continue to view accommodations.
- On the left side of the screen, under Views and Tools, click Alternative Testing.
- On the top right corner of the screen, click Completed exam files. Uploaded exams will be at the bottom of this page. You can download them, but will need to verify your identity through an email code.
How to add extended time on Canvas
Publish the quiz first. Click on moderate this quiz. You will see little boxes to the left of the students’ names, as well as little pencils on the far right. You can click a pencil or a little box and then choose to change extensions for the student(s) who need extra time. Then plug in the number of minutes extra and press save.
Some disabilities are episodic in nature, resulting in an unexpected “flare-up”, and as a result, a student may have to miss class or a due date.
This does not mean that they can miss unlimited classes or regularly turn in late assignments. Additionally, the student is responsible for completing all coursework. This accommodation should be provided after a discussion between you and the student regarding expectations. Some students register late in the semester, but instructors are not expected to provide any retroactive accommodations.
Assess the impact of attendance and extended due dates on class and determine what accommodations can be made. If you need guidance, we are here to support you! There are some classes in which these accommodations are not reasonable due to the nature of the course. These tend to be classes when student learning is being assessed in the classroom/lab, and/or group work is essential to the learning outcomes.
If you would like to use a formal agreement with the student regarding expectations for using this accommodation, this can be found on the student's AIM account. Please collaborate with the student on filling out this form. If you have any questions about the process or policies, please email aro@westmont.edu.
Any student that is approved to record lectures signs the Lecture Recording Agreement.
Stanford University does a good job of addressing potential concerns about lecture recording, as well as faculty and student rights and responsibilities.
Any student approved to record lectures in class uses a software we provide called Glean. Recordings cannot be exported from its internal storage, and are deleted at the end of each semester.
Some students require advance or later provision of lecture materials, which may include slides, handouts, etc. It is best accessibility practice to make these available to all students. You are not obligated to provide your own personal notes.
Memory aids for exams do not provide content, only cues for remembering content. Any memory aid must be pre-approved by you. This accommodation is often used to support students with a TBI.
A Modified Exam Format is a type of accommodation that may require you to alter the format of your exam. For example, a student may need their exams (and class handouts) in Braille, or on a specific color paper and font size. The ARO will assist you with these types of accommodations. The student may also need to type all responses, use a scribe, or use specialized software. Very rarely, it may also require a restructuring of an exam (ie- from multiple choice to short answer).
Common Diagnoses
Best Practices: Universal Design for Learning
Post powerpoint slides and any other materials for all students ahead of class.
During a lecture, provide both auditory and visual input (ie- slides/handout and the lecture). Make sure your slides have large enough font and high enough contrast to be seen clearly. Please provide closed captioning for all video and audio. For more tips on accessible materials, see here.
If you prefer to be a tech free classroom, consider allowing laptops for lecture heavy days for those who need to engage through typed notes.
Assess learning through multiple formats (ie- essays, projects, multiple choice, etc). For more tips on accessible assessments, see here.
Be mindful of the need for breaks, fidgeting/doodling, and that students may demonstrate engagement in a variety of ways.