Using Accommodations

The physical classroom environment and the way information is presented can create barriers. These accommodations help ensure you can access spaces, participate in activities, and capture lecture content effectively.

Audio/Visual Recording Class Lectures

This accommodation gives permission to create audio/video recordings of lectures using your own technology or DRS provided software.

Your tasks:

• • 1. Decide if you will use your own technology or DRS provided software.
       1. If you are using DRS-provided software, you will receive an email from DRS with instructions on how to set up your account.
    2. Activate the accommodation for relevant courses each quarter via myDRS.
       1. For step-by-step instructions on activating accommodations, see our myDRS guide.
    3. Sign a DRS Recording and Presentation Agreement electronically, confirming the recordings are solely for your personal educational use and won’t be shared.
    4. If a class involves significant personal sharing, confidential information, or sensitive discussion, it’s good practice to meet with your instructor to determine if recording is appropriate. Recording is considered a record of the class so if no one is allowed to take notes, then audio/video recording is also not allowed.

Keep in mind

• • • All classrooms are considered public spaces, which permits students to audio/video record with permission or students to audio/video record with this DRS accommodation.
    • All materials taught or presented in the classroom are property of the University of Washington.
    • See the Chafee Amendment for further information regarding relevant laws.

Accessible Furniture

This accommodation ensures that specific types of furniture (like an adjustable table or a specific chair type) are available to you in your classrooms to address physical access needs related to your disability.

Your tasks:

• • 1. Activate this accommodation via myDRS each quarter for relevant courses according to the Service Request Timeline.
    2. When you get to class, check that the correct furniture is present. Contact DRS Classroom Services staff if the placed furniture:
       • Is not in the room (or disappears from the room)
       • Does not meet your needs
       • Is being misused by other people in the classroom

Classroom Relocation

If your assigned classroom or its location presents a physical barrier (e.g., it’s in an inaccessible building or the travel time from your previous class is not possible due to mobility impacts), this accommodation allows DRS to request the class be moved to an accessible location.

Your tasks:

• • 1. Use priority registration to select classes. Consider:
       • Distance between buildings
       • Time between classes (to travel or use Dial-A-Ride)
       • Dial-A-Ride stop locations (if needed; map available on Dial-A-Ride website)
    2. Activate this accommodation via myDRS each quarter for relevant courses according to the Service Request Timeline.
    3. Once you are registered for classes, review your assigned classrooms to determine accessibility needs.
       • The best way to determine a classroom’s accessibility is by visiting the classroom in person, and travelling the route to and from the location.
       • Some classrooms on the Seattle Campus may have information searchable online to assist in assessing accessibility.
    4. Select accommodations through myDRS for each class by checking one of the two options listed for each class:
       • Classroom Relocation (This classroom is accessible) — Check this if you feel your classrooms are accessible to you. DRS will then make sure that the UW Time Schedule office does not move the class(es).
       • Classroom Relocation (This classroom may not be accessible) — Check this if you are unsure of the accessibility of your classroom or you know it will not be accessible for you. DRS will then work with UW Time Schedule and you to move the class(es) to accessible locations.

Accessing standard textbooks, readings, videos, and audio can be challenging depending on your disability. These accommodations focus on providing course materials in formats that work for you.

Course files

What it means: Receiving required or supplemental course readings – like textbooks, articles, or course packs – in an accessible format if standard print creates barriers for you.

This can include digital files (Word documents, accessible PDFs) compatible with text-to-speech or screen reader software, large print versions, or Braille formats.

Your tasks:

• • 1. [First time only] After you have been approved for an Accessible Instructional Materials accommodation , you need to attend an Accessible Text & Technology (ATT) Orientation.
    2. Activate your AIM accommodation(s) via myDRS each quarter for relevant courses according to the Service Request Timelines.
    3. Respond to DRS requests for assistance with obtaining needed texts or materials
    4. Provide a receipt for course textbooks upon request through myDRS. You must still purchase/acquire the original course materials (textbook, course pack, etc.) as required for the class. DRS provides the accessible format, not the content itself.
    5. Monitor the status of materials in myDRS on the Alternative Formats page.
    6. Download materials when they become available.
    7. Submit requests for additional materials to convert in myDRS on the Requests section of the Alternative Format page

Keep in Mind

• • • Time is critical: Converting materials takes significant time (often 4-6 weeks or more, especially for complex STEM content or Braille). Activate your requests immediately after registering for classes each quarter. DRS may need to purchase a book to debind, scan, and remediate, which will take 4-6 weeks or more.
    • Converted materials are protected by copyright, are for your educational use only, and cannot be shared.
    • DRS coordinates the complex process of obtaining or creating accessible versions, which are typically delivered electronically via myDRS/Dropbox.
    • Respond promptly to any communication from DRS regarding your materials.

Accessible Video & Audio

This accommodation ensures that videos (like films, documentaries, or recorded lectures) and required audio materials used in your course are provided with features that make them accessible.

This typically involves adding captions (text of spoken dialogue and important sounds), audio description (narration of key visual elements for visually impaired students), or providing text transcripts.

How it works

• • • Your need for accessible media is discussed and approved during your Access Planning Meeting (APM) and/or Accessible Text and Technology (ATT) Orientation.
    • Activate this accommodation via myDRS each quarter for relevant courses according to the Service Request Timelines.
    • DRS works with your instructor to identify required media and coordinates the process of making it accessible (e.g., adding captions). Accessible versions are then shared with you and/or made available through the course platform (like Panopto).

Making videos and audio accessible also takes time (allow at least 5-10 business days). Inform your instructors and/or DRS about required media as early as possible. If you encounter inaccessible video or audio content during your course, notify DRS promptly.

These accommodations include Communication Access Realtime Communication (CART), sign language interpreters, assistive listening devices, and video communicating . Because many of these services require significant coordination, timely requests each quarter are essential. Late requests may result in delays, substitutions, or inability to fulfill the request.

Interpreter / CART Services

Services Provided

The University contracts with certified interpreters and CART providers. Sign language interpreters serve as communication facilitators between the student and professors or teaching assistants and other participants in classes and meetings. CART provides an instant translation of spoken English into written English text that is displayed on a laptop monitor. This allows the student to read what is being said during a class session. This YouTube video demonstrates how CART works.

Included activities

The UW is responsible for providing interpreter / CART services for:

• • • Registered classes through UW
    • Required class field trips
    • Group meetings or projects required for a course
      • University approved tutoring such as C.L.U.E.
      • Meeting with faculty during office hours
      • Meetings with staff members such as academic advisors or financial aid counselors
        • University-sponsored activities like performances and speaking events

Non-included activities

The University does NOT provide interpreters or CART for a student’s personal activities that are not sponsored by the University. These activities might include:

• • • Working with a private tutor
    • Registered Student Organization (RSO) events (The D-Center has funding to help with this.)

Your tasks:

Requesting an interpreter / CART for class

You will be given priority registration so that you can register for classes as early as possible and submit interpreter / CART requests through myDRS. Service providers are scheduled for the 10 weeks of a quarter. Please submit an additional request for any services needed during finals week. To request an interpreter / CART provider for classes:

• • 1. Activate your approved accommodations in myDRS according to the Service Request Timeline (no later than the first week of the quarter) and select the accommodations you want to use for each given class.
    2. Email dhhreq@uw.edu with the names of any preferred service providers.
    3. Discuss how accommodations will be implemented in that specific course with each instructor (i.e. is there a specific spot you need to sit in, are there field trips, meetings other than class time, exams with auditory components, captioned videos, etc).
    4. Submit additional Custom Requests in myDRS for services outside of recurring class meetings (e.g., one-time events, meetings).
    5. Establish a Working Relationship with Interpreter / CART provider: on the first day of class, introduce yourself to the service provider and talk about service delivery options and your communication preferences. For a successful working relationship, give the service provider constructive instructions and feedback, when needed. Examples might include providing input to interpreters if their fingerspelling is unclear, suggesting signs that would be clearer, or asking the interpreter to sit or stand in your preferred placement within the room.

Requesting an interpreter / CART for University-sponsored activities outside of class

Students requesting interpreter / CART services for University-sponsored activities outside of the classroom (such as meetings with professors, meetings with the Financial Aid Office, or academic advising appointments), should complete the myDRS Custom Requests at least ten (10) school days in advance. To request interpreter / CART provider for University-sponsored activities outside of class:

• • 1. Login to myDRS with your NetID, by clicking on the yellow box at http://disability.uw.edu.
    2. On the left hand column, under “My Accommodations” click on “Deaf and Hard of Hearing”.
    3. Next, click on “Custom Requests” toward the top right corner.
       1. You’ll be asked to enter the date, time, location and duration of the event.
       2. Last, click “Submit Custom Request”.
       3. Email dhhreq@uw.edu with the names of any preferred service providers.

Canceling and Modifying Interpreter / CART Requests:

When missing class, modifying or cancelling a request, please provide notification more than 72 hours in advance whenever possible.

Absences and Late Arrivals:

If you are going to be absent or arriving more than 15 minutes late to class, please notify the Coordinator of Deaf & Hard of Hearing Services as soon as possible. In the event of frequent absences, DRS will request a meeting to discuss effective use of accommodations.

Also contact the Coordinator of Deaf & Hard of Hearing Services if your interpreter / CART provider is late, or does not show up. If a substitute provider cannot be found, the Coordinator of Deaf & Hard of Hearing Services will arrange for audio recording of the class and provide a transcript in a timely manner.

Scheduling

The Coordinator of Deaf & Hard of Hearing Services is responsible for scheduling the interpreter / CART after receiving DRS-approved student request accommodation services and the myDRS Custom Requests. Interpreter / CART will not be able to make changes to their work assignment(s) directly from a student at his/her request. DRS will not pay for interpreting or CART services that have not been authorized by the assigned DRS Coordinator prior to the service provision. Talk to your DRS Coordinator for further work assignments you request.

Factors the Coordinator of Deaf & Hard of Hearing Services will be attentive to when scheduling interpreter / CART are:

• • • student language preference
    • interpreter / CART availability
    • subject matter
    • class schedules
    • timeliness of the request

While student preferences for interpreter / CART will be given every consideration, we cannot guarantee that a student’s preference will be granted. Students will be able to view assigned service providers by logging into myDRS and clicking on “Deaf and Hard of Hearing”

How to Resolve Problems With Interpreter / CART Services:

First, communicate directly with the provider to try to resolve any problems. Often, communication with the interpreter / CART will result in a satisfactory resolution.

If the problem is not resolved, contact your Access Coordinator to discuss and work out problems with your interpreter / CART services.

Assistive Listening Devices

Assistive listening devices, also known as FM systems, include a microphone with a transmitter unit (worn by the speaker) and a receiver unit with headset, boots on hearing aid users, or loop (worn by the student). The speaker’s speech is transmitted (via radio signal) to the student’s receiver unit. The student has the ability to control volume and other settings.

To request an assistive listening device, contact your Access Coordinator. DRS owns various models that are compatible for general use, as well as for hearing aid or cochlear implant users. Assistive listening devices can be loaned out for the school year.

Captioning Films, Video Clips or DVD’s

Your Access Coordinator will contact faculty for each course in which you have requested video captioning services, in order to find out any videos being shown in class to assist with captioning. Faculty may not always know how to caption videos or know to contact DRS for help.

Your tasks:

Login to myDRS with your NetID, by clicking on the yellow box at http://disability.uw.edu.

• • 1. On the left hand column, under “My Accommodations” click on “Deaf and Hard of Hearing”.
    2. Next, select the appropriate course from the drop down menu toward the top right corner.
    3. Select “Video Captioning.” Indicate the date, time and type of video to be shown.
    4. Last, click “Submit Custom Request”.

Sometimes the nature of a disability can impact your ability to consistently attend class or exams or meet standard deadlines. These accommodations address these barriers.

Disability-Related Absences (DRA)

This accommodation provides a framework for managing absences that occur due to the direct effects of a documented disability. Absences for any reason must not exceed 20% of the meeting times for the entire quarter and may be limited further based on specific course details.

This accommodation applies only to absences directly caused by your disability; it doesn’t cover other reasons for missing classes or exams.

You must complete a unique DRA agreement for every course you plan to use this accommodation. Proactive communication, as outlined in your DRA agreement, is key when absences occur.

DRA Agreement

Your tasks

• • 1. Activate this accommodation via myDRS each quarter for relevant courses according to the Services Request Timelines.
    2. Crucially, for each course, you must meet with your instructor early in the quarter to complete a Disability-Related Absences (DRA) Agreement form. This form outlines clear expectations for:
       • How and when you will notify the instructor about a disability-related absence.
       • How you will make up missed participation points or coursework.
       • The maximum number of absences considered reasonable for that specific course design (as attendance might be essential in some courses).
       • The process for dealing with missed exams.
    3. Provide a copy of the completed agreement to DRS by emailing it to your coordinator according to the Service Request Timelines. Your instructor and you must submit this form no later than two weeks after receiving the DRS notification letter (in most cases the FNL).

Keep in mind

• • • Only absences outlined in the written and signed DRA agreement are considered part of the accommodation.
    • All coursework must be completed no later than the last day of the quarter unless determined differently with the instructor.

These accommodations address potential barriers related to the logistics of registering for classes, managing a full-time course load, or fulfilling specific degree requirements like foreign language.

Priority Registration

Once this accommodation is approved, DRS shares your priority registration access in the university system so that you can register for courses on the earliest possible date.

Keep in mind, the priority registration accommodation does not exempt the student from other course registration restrictions such as prerequisites, membership in the department/program, class enrollment limits, primary campus assignment, and other major restrictions. Please see the registrar’s website for more information about programs that must register in specific periods.

Undergraduate students tasks

• • 1. Know your registration date. The exact registration date for a given quarter can be looked up on your registration card in myUW or on the Academic Calendar. You can check your personal registration start date in MyUW a week before Period I Registration begins. If you have been approved for the priority registration accommodation by DRS and are not seeing this date reflected in MyUW, contact your DRS Access Coordinator via the AC Connect Form in myDRS as soon as possible to troubleshoot the issue.
       • Current/continuing students approved for priority registration are able to register for courses on the first day of Period I registration.
       • New/incoming students approved for this accommodation will not be able to register before their Advising & Orientation session, but will have priority registration activated for them in the following quarters.
    2. If you are a current/continuing student, register for classes through myUW on the first day of the Period 1 registration window, following the standard steps.
       • If you are a current/continuing student and you are unable to register for classes on the first day of Period 1 registration, make sure that you have cleared any holds and have met all prerequisites and restrictions. If you are still encountering problems, contact your DRS Access Coordinator via the AC Connect Form in myDRS as soon as possible to troubleshoot the issue.

Graduate/professional student tasks

• • 1. Know the registration process for your department. Some programs register students while others have students register themselves. If your program registers you, this accommodation may require you to notify the department of your accommodation by sharing their DRS Student Eligibility Letter and asking them to register you for the section you need.
    2. For self-registering programs, know your registration date. The exact registration date for a given quarter can be looked up on your registration card in myUW or on the Academic Calendar.
       • Current/continuing students approved for priority registration are able to register for courses on the first day of Period I registration.
       • New/incoming graduate students will not be able to register prior to the general registration period for graduate/professional students their first quarter but will have priority registration activated for them in the following quarters.
    3. If you are a current/continuing student, register for classes through myUW on the first day of the Period 1 registration window, following the standard steps.
    4. If you are a current/continuing student and you are unable to register for classes on the first day of Period 1 registration, make sure that you have cleared any holds and have met all prerequisites and restrictions. If you are still encountering problems, contact your DRS Access Coordinator via the AC Connect Form in myDRS as soon as possible to troubleshoot the issue.

Reduced Credit Load

This accommodation allows you to take fewer credits than the standard full-time load while still being considered full-time for certain purposes, such as maintaining eligibility for financial aid or Dean’s List.

Important considerations

Reduced Credit Load impacts financial aid calculations and degree progress, so have conversations with OSFA and your academic advisor early.

You must be enrolled for a minimum number of credits (6 for undergraduate students and 5 for graduate students) and maintain satisfactory academic progress in order to maintain eligibility for financial aid.

Graduate students should work closely with their DRS Coordinator to determine how a reduced credit load accommodation may apply to their program and financial aid status.

International students can only use this one quarter so they need to work with ISS even if approved.

Student athletes need to check with their athletics staff for NCAA requirements.

Your tasks

• • 1. After your accommodation is approved, you must submit a specific “Priority Aid Appeal Reduced Credit Load Request” form to the Office of Student Financial Aid (OSFA) each quarter you plan to use RCL, 4 weeks before the quarter begins.
    2. You should work closely with both OSFA and your academic advisor to understand how taking fewer credits impacts your specific financial aid package, time to graduation, and campus housing eligibility.