Resources & Support

DRS is the entity that determines the need for accommodations at the University through an interactive process. Students with disabilities who require accommodations must self-identify to DRS and apply for accommodations. DRS will then determine their eligibility and, if approved, issue a Faculty Notification Letter (FNL) to you. You should not attempt to determine eligibility or reasonable accommodations on your own. Please refer students seeking accommomdations or modifications due to a temporary or permanent condition to DRS.

The FNL is an official document from DRS that outlines the accommodations for which a student is eligible. You will receive an FNL for each student in your class who has approved accommodations. See our quick guide to the FNL for more information.

You can access the myDRS Instructor Portal using your UW NetID and password. The portal allows you to view FNLs, manage accommodations, and communicate with DRS staff.

Refer the student to DRS. Explain that DRS is the designated office for determining and approving accommodations. Instructors have the discretion to provide adjustments to all students but should not determine or assess the validity of a disability. DRS is the only office that should ask for and house medical documentation.

Treat all information related to a student’s disability and accommodations as confidential. Follow the FERPA guidelines when sharing accommodation information. When disclosure is needed to implement an accommodation, only disclose the most limited amount of information possible related to accommodations to those who have a legitimate educational need to know. Discuss accommodation issues and concerns only with the student and relevant DRS staff.

Continue to try to reach out to the student using multiple methods (email, phone, etc.). Document your efforts. The student also bears responsibility for engaging with you and your course to plan for implementation of their accommodations. Either student or faculty may contact the student’s assigned Access Coordinator for implementation guidance.

You should continue to reach out, as you would for any student, using multiple methods. If the student is not responsive and misses coursework or exams, you would grade them accordingly. If you are concerned about the student’s safety or well-being, you can reach out to Safe Campus.

Note

SafeCampus is a resource for the entire UW community. You can contact them to discuss concerns about a student’s well-being, even if you are not sure whether a safety risk exists.

You should not ask a student about the specifics of their disability. This information is confidential. Focus your discussions on the approved accommodations and how they will be implemented in your course. If a student chooses to disclose information about their disability to you, maintain confidentiality and do not share the disability(ies) information with anyone.

You have two options: 1) use the DRS Testing Center to administer exams with accommodations, or 2) provide the accommodations within your department. For detailed information on both options, please refer to our Implementing Accommodations page.

You will receive a link to the Alternative Testing Agreement in the FNL. You can also access the agreement through the myDRS Instructor Portal. The agreement outlines the parameters for administering exams in the DRS Testing Center.

You can upload exams securely through the myDRS Instructor Portal. Detailed instructions are provided under the Alternative Testing section of the Implementing Accommodations page .

You are responsible for ensuring that you can provide all approved testing accommodations, such as extended time and a reduced-distraction environment. For guidance on providing accommodations in your department, please refer to the Alternative Testing section of the Implementing Accommodations page.

Yes! If your student is taking the exam at the DRS Testing Center, you or a designated TA should be available to answer questions. If your student is taking the exam within your department, you should provide equitable access to you or a designated TA as you would for other students.

You are responsible for creating accessible course materials from the start. This includes using headings, alt text for images, captioned videos, and transcripts for audio content. For detailed guidance, please refer to our Creating Accessible Courses page.

UW-IT Accessible Technology Services can provide support and resources for creating accessible materials. You can find more information on our Creating Accessible Courses page and UW-IT. DRS can help with making materials accessible for a specific student with an accommodation that requires accessible materials (as indicated on the FNL).

You can check with publishers, the UW Libraries, and specialized databases for accessible versions of textbooks and other materials.

You will be contacted by the Disability Services Office (DSO) to coordinate these services. You may need to provide course materials in advance and ensure appropriate seating and technology access in the classroom.

You are responsible for using captioned videos. You can create captions yourself or work with DRS or UW-IT to have videos captioned. For more information, please refer to Creating Accessible Courses.

Classroom accommodations may include note-taking assistance, preferential seating, use of recording devices, and other adjustments to the classroom environment.

Work with the student and their Access Coordinator to determine the best way to implement any approved classroom accommodations.

This agreement outlines the parameters for excused absences and make-up work for students with attendance accommodations. You will need to complete this agreement with the student. Please see our Implementing Accommodations page for more information.

Work with the student to determine reasonable adjustments to deadlines, keeping in mind the essential learning objectives of the course. When needed, consult with the assigned Access Coordinator listed on your FNL. Please see our Implementing Accommodations page for more information.

Accommodations are determined through an interactive process between the student and DRS. The process involves reviewing documentation of the student’s disability and holding an Access Planning Meeting (APM) to discuss the student’s access needs.

The interactive process is a collaborative process between the student and DRS to determine appropriate accommodations. It involves open communication and a shared understanding of the student’s needs and the requirements of the course. It also includes consultation with instructors and departments as needed.

In most cases, DRS does not consult with individual instructors to make the initial determination of accommodations because accommodations are intended to address barriers that a student experiences in the academic environment generally. Additionally, many accommodation decisions are made before a student is aware of all the courses they will take during their education at the University. While you are not directly involved in the initial determination of accommodations, we maintain ongoing consultation with departments about general essential functions in order to inform accommodation decisions.

Once accommodations have been approved, you play a crucial role in informing DRS of any concerns regarding how the accommodation affects the essential objectives of your specific course/program. DRS will work to resolve your concerns and may ask for more information about how the accommodation fundamentally alters an essential element of your course.

If you have concerns about an accommodation, contact the Access Coordinator listed on the FNL or Notification Letter immediately. You can also follow the process outlined on the Addressing Accommodation Concerns page.

You cannot unilaterally deny an approved accommodation. If you believe an accommodation fundamentally alters an essential element of your course or creates an undue burden, you must contact the Access Coordinator to discuss your concerns and follow the appropriate procedures outlined on Instructional Personnel Accommodation Reconsideration Process. In all cases, you need to continue to implement the approved accommodation during any reconsideration process until an alternative decision, if any, is made to modify or alter it.

A fundamental alteration is a change that significantly alters the essential nature or learning objectives of a course. If you believe an accommodation fundamentally alters your course, you must provide a clear rationale and supporting documentation to DRS. Please see our page on Addressing Accommodation Concerns for more information.

An undue burden is a significant difficulty or expense that would fundamentally alter the nature of a program or activity. This is a high standard to meet and requires substantial documentation.

While implementing accommodations may require some adjustments, DRS is committed to working with you to find solutions that are both reasonable and effective. Contact the Access Coordinator listed on the FNL or Accommodation Notification Letter to discuss any concerns you have about the time or resources required to implement an accommodation.

The timeline can vary depending on the complexity of the accommodation and the individual student’s needs. Refer to the Service Timeline for general guidelines.