SDS Student Handbook

This handbook provides a comprehensive overview of our policies, procedures and services offered through Student Disability Services.

This handbook is also available as a .pdf. If you have any questions, or would prefer the handbook in an alternative format, please contact us.  

 Table of Contents
Policy Statement 
Mission Statement  
Operating Philosophy 
Expectations Statement 
Rights and Responsibilities 
Intake and Registration 
Documentation of Disability
Confidentiality of Records 
Disclosure of Disability Accommodations and Services 
Alternate Media Policy 
Exam Accommodations Policy 
Service Animal Policy 
Additional Programs and Opportunities 
Dispute Resolution Procedures 
Emergency Evacuation Procedures 
Appendices 

Rights and Responsibilities

A. STUDENT RIGHTS AND RESPONSIBILITIES

1. Every qualified student with a documented disability or disabling condition has the right to:

• A timely intake assessment to determine reasonable accommodation eligibility.
• Equal access to University courses, programs, services, jobs, activities and facilities.
• Reasonable academic and physical accommodations, as determined on a case-by-case basis through an interactive process between the student and the University.
• Appropriate confidentiality of all information pertaining to his/her disability or condition.
  
  
  

2. Every student with a documented disability or disabling condition has the responsibility to:

• Meet the University’s qualifications and academic standards for participation in programs and activities with or without reasonable accommodations.
• Identify him or herself to appropriate University personnel as a student with a disability or a disabling condition.
• Follow the reasonable accommodations eligibility determination procedures outlined in this handbook.
• Provide documentation from a qualified professional source that verifies the nature of the disability or disabling condition, the functional limitations resulting from the disability or disabling condition, and the need for specific requested accommodations.
• Recognize that accommodations cannot be provided, regardless of eligibility, until the eligibility determination process is completed.
  

B. INSTITUTIONAL RIGHTS AND RESPONSIBILITIES

1. The University of San Francisco has the right to:

• Set and maintain the University’s academic standards.
• Request current, comprehensive documentation to verify a student's need for reasonable accommodations in the University setting.
• Discuss a student’s need for reasonable accommodations with the professional source of his/her documentation (with the student’s signed consent authorizing such discussion).
• Discuss the nature of course, curriculum, program or degree requirements with University personnel responsible for the particular course, curriculum, program or degree.
• Share information regarding a student’s disability with University faculty and administrative staff on a need-to-know basis, in order to facilitate the interactive reasonable accommodation process.
• Designate a student's accommodations from a range of equally effective reasonable accommodations.
• Periodically review recommended reasonable accommodations to ensure their continued reasonableness in a particular classroom setting or environment.
• Deny a request for a specific accommodation if documentation is inadequate or not provided in a timely manner, or if an equally effective accommodation is being offered.
• Deny a request for a specific accommodation if the accommodation is unreasonable or inappropriate including any that pose a direct threat to the health and safety of the student or others, fundamentally alter a course or program, or are unreasonably burdensome.
  

2. The University of San Francisco has the responsibility to:

• Determine and provide reasonable accommodations in a timely manner for eligible students with disabilities or disabling conditions.
• Provide information regarding policies and procedures to students with disabilities in a timely manner and in a reasonably accessible format.
• Evaluate students’ academic progress as fairly as possible, without altering the academic standards for each course.
• Maintain appropriate confidentiality of records and communication concerning students with disabilities or disabling conditions (except where disclosure is authorized by the student or required by law).
• Coordinate with faculty and staff to ensure recommended accommodations are reasonable in each particular situation and if so that such accommodations are implemented.
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Intake and Registration

All students with disabilities who are interested in attending USF must complete the regular admission process prior to accessing SDS services. Any otherwise qualified student with a documented disability may be eligible to receive services from SDS. In order to access SDS services, a student must (a) be either currently enrolled at USF or admitted to USF and about to attend; and (b) complete the intake and registration process, which includes presenting appropriate, current documentation supporting the student’s status as a qualified individual with a disability and their need for accommodation.

The purpose of accommodations is to reduce or eliminate any disadvantages that may exist because of an individual’s disability. The law does not require USF to waive specific courses or academic requirements considered essential to a particular program or degree. Modifications that do not fundamentally alter a course or program are made on a case-by-case basis. Students who want to access services must self-identify and provide
appropriate verification of their disability. Eligibility for reasonable accommodations will be determined on an individual basis.

During the intake and registration interview, the student will participate in a process of individualized assessment based upon his/her expressed needs and the documentation of disability he or she presents. A specialist with expertise in evaluating documentation of a disability and accommodating student needs will work with the student to develop a reasonable accommodation plan.

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Documentation of a Disabilty

In order to qualify for services and accommodations, a student must provide appropriate documentation of their disability to SDS. SDS will maintain a copy of these records for seven (7) years after the student has left the university.

Appropriate documentation will assist the University and the student in determining reasonable accommodations.

As part of the intake process, students will be asked to sign an Authorization to Receive or Release Information form (see Appendix A) allowing their SDS specialist to communicate with the student’s evaluator and/or physician, should there be any need for clarification. Documentation must be recent enough to demonstrate that the disability is active. The description of functional limitations provided must specifically state how the disability and/or related medications or treatments substantially limit current participation in courses, programs, services, or activities of the university. The cost of obtaining appropriate documentation is the responsibility of the student. If the documentation is incomplete or inadequate to support a request for accommodation, additional documentation may be required. In such cases, the cost of providing any additional documentation will be the student’s responsibility.

Different disabilities require different forms of documentation. There are specific requirements for documenting physical impairments (e.g., orthopedic, visual, hearing), psychological disabilities, temporary disabilities, and chronic illnesses, (see Appendix B). In some cases it may be acceptable for students with such disabilities to submit the appropriate SDS Disability Verification Form (see Appendices C and D) while awaiting more complete documentation. There are also specific requirements for documenting learning disabilities (see Appendix E) and Attention Deficit-Hyperactivity Disorder (see Appendix F). An Individualized Education Plan (IEP), Summary of Performance (SOP) or 504 Plan may contain valuable information but cannot be used as documentation of a disability.

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Confidentiality of Records

Student SDS files are confidential and are not part of a student’s educational record (as defined by the Family Educational Rights and Privacy Act (FERPA)) at USF. Information about a student’s disability is not shared with anyone without the student’s written consent.

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Disclosure of Disability

Often, students disclose their disability status directly to SDS, but sometimes students may disclose directly to their instructor(s) and/or request specific accommodations from them. However, in order to receive academic accommodations, students must identify themselves directly to SDS as a student with a disability. If a student discloses his or her disability to their instructors and/or requests academic accommodations from them, the instructors should refer the student to SDS for reasonable accommodation eligibility determination. Faculty members are not required to honor a student’s accommodation request before they receive reasonable accommodation eligibility verification from SDS. Requests for accommodations must be made in a timely manner so that appropriate evaluation of and planning for the request can take place, including consultation between DS and instructors/staff if necessary. Faculty members are not responsible for retroactively accommodating a student who has not previously disclosed a disability and made a request through SDS for an accommodation in a timely fashion.

Students who complete the intake and eligibility process are advised to obtain a Verified Individualized Services and Accommodations letter (see Appendix G) from their SDS specialist that verifies that the student has a qualified disability and is eligible for appropriate accommodations. Students need not disclose the specific nature of their disability to instructors. Students are advised against sharing documentation directly with instructors, as instructors are not required to be knowledgeable about disability regulations and accommodation options. As such, instructors are not responsible for interpreting, evaluating, or responding to disability documentation.

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Accommodations and Services

SDS assists students in obtaining reasonable accommodations and auxiliary aids. SDS also provides assistance with issues related to on-campus housing, accessibility, transportation services, and advocacy. Academic accommodations for qualified students may include, but are not limited to: extended testing time, interpreters, funding for notetaking services, scribes, alternative media for coursework, and assistive technology services.

SDS also assists students in arranging services not required by law on a case-by-case basis, and as resources allow, as a part of a comprehensive program. Such services may include learning skills assistance, support groups and referral services.

The following accommodations are available:

1. Accessibility to Programs/Facilities: To request an accommodation for a University-sponsored program or event, please contact the department responsible for the event in a timely manner.

2.  Access to Adaptive Equipment and Assistive Devices:

    2.1. SDS loans assistive FM listening devices, Daisy players, and other equipment as available to individual students. Students eligible for this service must complete an Equipment Agreement Form (See Appendix I) before borrowing any equipment.

    2.2. A computer lab room in Gleeson Library contains adaptive computer hardware and software as well as a CCTV. An assistive technology room in the Zief library contains a CCTV as well as a computer with some adaptive software.

    2.3. A student needing to use voice-to-text to complete exams will need to use one of the versions of USF licensed software (see list below). SDS has a limited number of laptops with this software installed.

    2.4. Software available at San Francisco campus (please contact your specialist to see which version is currently being used by the University):
         2.4.1. Dragon Naturally Speaking (Preferred)
         2.4.2. Jaws - site license of 5 discrete copies
         2.4.3. Kurzweil 3000
         2.4.4. ZoomText
         2.4.5. Other as deemed appropriate by an SDS specialist

3. Alternate Media: See Section on Alternate Media Policy

4. Attendant Care: SDS does not provide attendant care for students, although SDS does assist students in securing additional housing space for certified attendants if necessary. If is the student’s responsibility to secure the services of certified attendant care and make all necessary arrangements including payment for such services. SDS will assist a student’s certified attendant in accessing housing, dining, and entry to university buildings, as appropriate.

5. Audio-Taping of Classes: Students with a documented need to audio-tape a class may request permission from their instructors with the Recording Lectures Agreement Form (See Appendix L). SDS will also provide a letter to an instructor recommending this reasonable accommodation if it is determined through the interactive process. While most instructors do not object if students audio-tape class sessions, an instructor may raise confidentiality or copyright concerns regarding this practice. In cases where an instructor’s has valid audio-taping concerns, SDS will work with the student to develop an equally effective reasonable accommodation alternative to audio-taping.

6. Books-on-Tape: Students with a documented need for audio-taped course materials must first meet with their disability specialist to determine that audio-taped course materials is a reasonable and appropriate accommodation for them based on their disability, academic program, and specific individual needs. Students eligible for this service must then complete an Electronic Text Request Form (See Appendix N). SDS will also assist qualified students in obtaining individual memberships with Recordings for the Blind and Dyslexic (RFB&D).

7. Course Substitutions: Course substitutions may be reasonable accommodations for some students with disabilities, provided that 1) documentation of disability clearly supports any request for substitution and 2) the essential requirements of the University’s program are not compromised. Student petitions for course substitutions are evaluated on a case-by-case basis.

8. Equipment Loan: See "Access to Special Adaptive Equipment "

9. Examination Accommodations: See Section on "SDS Examination Service "

10. Flexibility Regarding Attendance/Assignment Completion Dates: This accommodation is sometimes considered for students with health-related or psychiatric disabilities that flare up episodically or require treatment due to exacerbation of symptoms. Requests for attendance/assignment flexibility are evaluated on case by case basis taking into account the essential requirements of the course and any reasonable alternatives.
 
   10.1 The accommodation of flexibility regarding attendance policies or assignment completion dates must be an appropriate response to a disability-related need without compromising academic standards or fundamentally altering the curriculum. Thus, this accommodation may not be reasonable in courses where participation is essential, where the student is supposed to be gaining a given number of hours of experience within a specified time period, where skills are taught and evaluated sequentially, where the nature of the program is an accelerated one (e.g. College of Business and Professional Studies) or where ongoing feedback is provided. Other options  such as taking an incomplete or withdrawing from the course may be more appropriate alternatives in some  cases.

11. Housing Accommodations: SDS collaborates with the Office of Residence Life in providing appropriate reasonable accommodations for students with disabilities who live on campus. If you think you may need a campus housing accommodation or physical modification to your living space, please contact SDS as soon as you know of your intent to live on campus. Please also see the Office of Residence Life Viewbook available at: http://www.usfca.edu/residence_life/.

12. Interpreting/CART/C-Print Services: Depending on the nature of a student's hearing disability, Student Disability Services (SDS) may provide a Sign Language Interpreter or Computer Assisted Real-Time Translation (CART). CART is the instant translation of the spoken word into English text performed by a CART reporter using a stenotype machine, notebook computer, and real-time software. The text is then displayed on the computer monitor for the student to read. This accommodation provides on-the-spot communication access to information as it is being given.

A Sign Language Interpreter or CART may be provided for classroom lectures, fieldwork, meetings with faculty members, and for any activity directly related for a student's academic program. Students requesting this accommodation must contact their Disability Specialist as soon as possible to discuss eligibility for these accommodations. Students must request Sign Language Interpreting or CART services for a specific class or event in a timely manner to ensure availability. Students are required to submit current documentation consistent with the documentation guidelines for students who are deaf or hard of hearing.

Once documentation is provided, SDS will review the information in consultation with the student in order to determine reasonable and appropriate accommodations. In most cases, either CART or Interpreting Services may be provided to the student as the recommended reasonable accommodation. It is very rare for CART and Interpreting services to be provided for the same course simultaneously.

If Sign Language Interpreting or CART is deemed appropriate, SDS will make arrangements for the accommodation by hiring qualified Sign Language Interpreters or CART reporters. Students using CART services may receive a copy of a 'rough edit' transcript after each class and in a timely manner, if this is determined a necessary part of the reasonable accommodation by SDS and the student. A qualified note taker may provide the student written notes instead of a transcript, as a supplement to the captioning accommodation.

Students are required to notify SDS and their Sign Language Interpreter or CART reporter if they are unable to attend class so that the interpreter/reporter may be cancelled for the day. If students do not notify SDS and their interpreter or captionist in a timely manner, this accommodation may be subject to review or suspension. Students are also responsible for notifying SDS if Sign Language or CART service is not satisfactory, or to discuss any other concerns.

13. Laboratory Assistants: Student lab assistants may be provided to students as part of a reasonable accommodation, to assist with physical manipulations on the lab when appropriate. This service must be requested and reviewed by SDS and the student on a case-by-case basis.

14. Learning Specialists: SDS provides learning specialists to assist students in developing compensatory learning skills and strategies. Learning specialists assist students with the development of appropriate study, note taking, and time management skills to help students improve their writing, organizational, and study skills.

15. Letters of Verification of Disability/SDS Recommended Accommodations: A student may request a letter of verification of disability (i.e. VISA) (See Appendix G) along with recommended reasonable accommodations from his or her disability specialist. The letter states that the student is registered with SDS, although the specific nature of the disability is not discussed. Students are encouraged to present this letter directly to the instructor when self-identifying as a student with a disability and requesting accommodations. Accommodations outlined in the letter may require further consultation among SDS, the instructor, and the student. In these cases, the nature and extent of the accommodations originally recommended may be altered.

16. Note takers: SDS, where appropriate, may recommend that a student with a qualifying disability be permitted the use of a note taker for in-class lectures as a reasonable accommodation. Students qualifying for the use of a note taker must read, sign and submit the Note Taker Agreement Form (See Appendix J) before receiving this accommodation through the SDS office. The appropriateness of a note taker must be discussed with the student’s disability specialist each semester and for each class in which a note taker is desired. For each semester that a student expects to receive note taking services, he/she must fill out a Note Taker Request Form (See Appendix K) and submit it to the SDS Note Taking Services Coordinator. Note takers are hired per class and not per student. Once a note taker has been hired for a class, the requesting student will be notified and can expect to receive notes at least once a week and before every exam. The requesting student will pick up their notes in a timely manner and alert the Note Taking Services Coordinator if they are not receiving their notes in a satisfactory manner. If students fail to pick up their notes in a timely manner then they may be in jeopardy of losing their note taking accommodation. Any questions or concerns about note taking procedures and policies should be directed to the Note Taking Services Coordinator.

17. Print Alternatives: See Section on Alternate Media Policy.

18. Reduced Course Load: Students with disabilities with or without reasonable accommodations are expected to complete the same course and credit load and meet the same graduation requirements as students without disabilities. However, in some cases, less than full time enrollment may be an appropriate reasonable accommodation. To talk about this option, please see your Disability Specialist.

19. Scribing Services: Student scribes may be provided to students with disabilities as part of a reasonable accommodation during exams or for homework assignments, as appropriate. This service must be requested by the student and reviewed by SDS and the student each semester and on a case-by-case basis.

20. Support Groups/Workshops: SDS periodically offers support groups and/or workshops for students with similar types of disability or for students with similar disability-related issues (e.g., career planning, advocacy skills improvement). Participation in any support group or workshop is voluntary and confidential.

21. Transportation: Accessible campus transportation services are available to students with disabilities with mobility or chronic health impairments that make navigating the campus terrain difficult. Eligibility for this service is determined by SDS and the student, and provided by the Department of Public Safety. Please see
your Disability Specialist for access to this service. Students who feel they are in need of this service should alert SDS as soon as they are aware of their need. Students utilizing this service should alert their Disability Specialist of any changes in their needs for this service immediately. Students with disabilities choosing to park on campus must have a valid USF Campus Parking Permit and a valid Temporary or Permanent Disability Placard from the Department of Motor Vehicles in order to park in the blue zones on campus property.

22. Tutorial Services: Applicable Federal and State disability laws do not require funding for tutorial services. Provision of non-required services (such as tutoring) is determined on a case-by-case basis, as resources allow.
 
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Alternate Media Policy

1. Eligibility for this service is determined by SDS and is based in part on the disability documentation provided by the student.

2. Students requesting alternative media from SDS must be registered with SDS and have a disability which prevents them from using printed instructional materials.

3. Receiving materials in alternative format as an accommodation will be considered and determined each semester by the SDS professional working with each student requesting this accommodation.

4. Alternate media requests must be submitted by the student each semester. For each item requested, the appropriate request form must be filled out and returned to SDS.

5. Students requesting material in alternative formats must own a physical copy of the textbook or other course material, and provide SDS with a copy of the itemized receipt before the alternate media will be distributed.

6. SDS will determine the media format for each text. Although consideration will be given to the format requested by each student, if SDS considers the requested format unreasonable, and other reasonable formats are available, one of the other formats will be used.

7. Alternative format requests for texts available at the USF bookstore must be submitted to SDS as soon as the student is aware of his/her need. SDS will make a reasonable effort to process these requests within 3 weeks from date of the request submission; however turnaround times for alternative format requests are determined on a case-by-case basis. Upon review of material to be formatted and converted, the SDS office will notify the student of the projected completion date. Late requests will be honored provided that the student making the request understands that the SDS office will set the timeline for the completion of the work accordingly. The same guidelines stand for course materials submitted throughout the semester.

8. Alternative format requests for materials provided by the instructor throughout the semester must be submitted immediately after the student receives the material. Students should speak with their professors at the beginning of each semester about these types of materials and each faculty member’s responsibility to comply with the deadlines, outlined in the Faculty and Staff Responsibilities section in the Verified Individualized Services and Accommodations, (VISA) letter sent to faculty.

9. The student may not copy or reproduce any material provided by SDS, (Fair Use Act excepted) nor allow anyone else to do so. Misuse of this material may result in disciplinary action by the University. These actions will be treated as copyright infringement and/or theft and dealt with in the same manner as laid out in the Fogcutter’s Copyright and Standards of Non-Academic Conduct policies respectively.

10. Students will be provided with one alternative format copy for each material required for academic use. This electronic file is copyrighted and may not be reproduced or distributed in a format other than a specialized format exclusively for use by persons with print disabilities. Any further reproduction or distribution in a format other than a specialized format is an infringement of copyright.

11. USF faculty members who expect students with print-associated disabilities to have access to and knowledge of standard print materials must submit these materials to SDS fifteen (15) working days before their initial intended use.

12. USF Law School faculty members who expect students with print associated disabilities to have access to and knowledge of standard print materials must submit these materials to the Law School Registrar office fifteen (15) working days before their initial intended use. The Law School Registrar’s office, in turn, is expected to submit these materials immediately to SDS.

13. Student questions regarding the provision of alternative format should be addressed directly to the SDS Alternative Media Coordinator at (415) 422-2613 or sds@usfca.edu.

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Exam Accommodations Policy

Students with disabilities may receive exam accommodations determined on an individual basis. "Exam," used in this context, refers to quizzes and examinations taken during the semester in conjunction with an academic class. In many cases, students eligible for exam accommodations are able to take their exams with accommodations in
class with their instructor or in the instructor’s office, when feasible. A student should present a letter from SDS to the instructor verifying his or her registration with SDS and recommended accommodations to facilitate this process. In those cases where an instructor is unable to accommodate a student’s request for exam accommodations, a student can arrange to take his/her exam with SDS.

Students should discuss their specific needs for exam accommodations (e.g. extended time; reduced distraction environment; use of a computer, etc.) with SDS or their coordinator within the first two weeks of the beginning of the semester.

SDS authorizes and/or provides exam accommodations for students who present appropriate documentation supporting such needs. Exam accommodations include, but are not limited to: extended time, a distraction-reduced room, use of a computer, use of auxiliary aides such as scribe or reader, use of assistive technology, permission to have food, and restroom breaks.

Exam Procedures:

1.  Exam Accommodation Agreement: Once it is determined that a student will receive  exam accommodations, the student must read, understand, and sign the Accommodation Agreement Form (See Appendix H) indicating that he or she understands and agrees with whatever specific exam accommodations he or she will be receiving as well as the SDS exam policies, procedures, and guidelines.
2. Required Proctor Sheets:
   1. Undergraduate and Graduate students: Before SDS can proctor an exam, the student and instructor are required to fill out and return a proctor sheet. This document informs SDS that the instructor is aware that the student will be taking an accommodated exam with SDS. It also provides SDS with instructions from the instructor about the exam. SDS cannot schedule any exam without proctor sheets. It is the student’s responsibility to return the proctor sheets to SDS in a timely manner so that SDS can schedule exams.
   2. Law students: Law students are not required to fill out and return a proctor sheet, as any proctoring information is distributed through the Law School Registrar’s office.
3. Scheduling Exam Appointments
   1. Undergraduate and Graduate students: With the exception of pop quizzes and finals, all exams must be scheduled at least one week in advance. Due to the lack of space and staffing issues, SDS cannot guarantee the student an exam appointment if SDS is not provided with at least one week’s advance notice. If the student’s accommodations include reading or writing assistance, the use of assistive technology such as a computer or specific software, please inform SDS of this when you schedule your exam.
   2. Law students: all exam appointments are scheduled through the Law School Registrar office. 
4. Pop Quizzes: Please have your instructor contact us if pop quizzes are part of the course.
5. Delivering Exam Materials: Exams are to be delivered to SDS as indicated by the instructor on the proctor sheet. If the student is required to deliver the exam, then the student must come immediately upon receipt of the exam unless alternative arrangements have been made.
6. Returning Exam Materials: Once the exam is completed, the exam must be returned as indicated by the instructor on the proctor sheet. If the student is required to return the exam, then the completed exam must be returned immediately unless alternative arrangements have been made. If the student is unable to return the exam, the student is responsible for returning the exam to SDS and notifying the instructor.
7. Finals
   1. Undergraduate and Graduate students: Students will receive a notice via email to sign up for their finals exam(s) approximately 3-4 weeks before finals. In order to facilitate the large number of exams, students must return the Final Exam Sign up Form by 5:00pm on the due date as stated in the notice sent to the student. If students turn in the Final Exam Sign up Form past the due date, SDS cannot guarantee the student a time/date to take their exam in the SDS office. Due to the large number of students taking exams during finals, it may be necessary to reschedule some of these exams due to staff/space issues. SDS will notify the student regarding any necessary changes. Students must make sure their contact information is current and up-to-date.
   2. Law students: The Law School Registrar informs all students of the time and venue of final exams. Students should receive a notice from the law school approximately 3-4 weeks before finals. Please be aware that every attempt is made to schedule accommodated exams as close to the original date as possible. However, in some instances, this is not possible. As such, some exams may take place after (never before) the original examination period.

8. Opening Hours and Appointments: SDS is open Monday through Friday, 8:30am to 5:00pm, and 8:00am to 7:00pm during final exams. All exams must end 15min. before closing. If students require proctoring services beyond regular office hours they must make prior arrangements with their disability specialist. Students must be on time for exams. If a student arrives late for an exam, the amount of time may be deducted from the accommodated time. For instance, if the exam is scheduled to begin at 9:30 and the student arrives at 10:00, 30 minutes may be deducted from the accommodated exam time.
9. Proctoring: Proctors observe the tests to ensure security and the integrity of exams. Students are monitored with security cameras in each of the testing rooms. All students who take exams under the supervision of SDS staff agree to follow the instructions of the proctor and conduct themselves in a responsible and respectful manner. SDS staff will proctor exams the entire time students are testing. Students will be asked to use the restroom and get drinks before exams begin. Students cannot leave the exam room without permission or exams may be terminated and the professor notified.

If the student receives reading or writing assistance during their exams as a reasonable accommodation, it is the student’s responsibility to notify SDS of this when signing up for the accommodated exam. Failure to give SDS advanced notice may result in not receiving this accommodation.

If students require clarification of test questions, SDS staff will assist them in contacting faculty.

At the beginning of an exam, SDS staff will inform students of the start time, scheduled end time and the total amount of time the student has to complete the exam. SDS has a limited number of personal timers for student use. At the end of the exam, SDS staff will collect all materials from the student. The student must stop working on his/her exam and return all materials at the end of the accommodated time and/or if directed to by an SDS proctor. If a student refuses to turn in exam materials, SDS staff will give a warning and notice will be given to the instructor. The instructor will grade the exam as appropriate.

Unless otherwise stated, no books, notes, electronic devices (e.g. cell phones, iPods, cd players, PDA’s, etc.) may be used. If a student is seen using unauthorized materials or electronic devices, the exam will be terminated and the student’s instructor notified. Students are expected to adhere to the Academic Honesty policy as stated in the Fogcutter. Students who violate the Academic Honesty policy during an exam may be in jeopardy of losing their exam accommodation privileges.

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Service Animal Policy

The following information is provided to help define the role and the place of service animals at The University of San Francisco in promoting the safety, dignity, and independence of persons with disabilities.

As established by the Americans with Disabilities Act (ADA), service animals may not be excluded from University facilities or activities, except as provided below. The ADA defines a service animal 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 who are hearing impaired to intruders or sounds, providing minimal protection or rescue work, pulling a wheelchair, or fetching dropped items."

To work on campus for the benefit of an individual with a disability, a service animal must be specifically trained to perform a service function. If an animal meets this definition, it is considered a service animal regardless of whether it has been licensed or certified by a state or local government or a training program.
Service animals whose behavior poses a direct threat to the health or safety of others or is disruptive to the campus community may be excluded regardless of training or certification.

The guidelines below have been developed with the understanding that most service animals working on the USF campus will be dogs. If another kind of animal is to be employed as a service animal on campus, the partner (person with a disability) should contact Student Disability Services (students) or the ADA Coordinator in Human Resources (staff, faculty, and visitors to the university) as soon as possible to explore any additional health or safety concerns.

1. Types of Service Dogs
    1.1. Guide Dog is a carefully trained dog that serves as a travel tool for persons with severe visual impairments or who are blind.
    1.2. Hearing Dog is a dog who has been trained to alert a person with significant hearing loss or who is deaf when a sound, e.g., knock on the door, occurs.
    1.3. Service/Support Dog is a dog that has been trained to assist a person who has a mobility or health impairment. Types of duties the dog may perform include carrying, fetching, opening doors, ringing doorbells, activating elevator buttons, steadying a person while walking, helping a person up after the person falls, etc.
    1.4. SsigDog is a dog trained to assist a person with autism. The dog alerts the partner to distracting repetitive movements common among those with autism, allowing the person to stop the movement (e.g., hand flapping). A person with autism may also have problems with sensory input and need the same support services from a dog that a dog might give to a person who is blind or deaf.
    1.5. Seizure Response Dog is a dog trained to assist a person with a seizure disorder; how the dog serves the person depends on the person's needs. The dog may stand guard over the person during a seizure, or the dog may go for help. A few dogs have somehow learned to predict a seizure and warn the person in advance.
    1.6. Companion or therapy animals are not considered service animals.

2. Responsibilities of Faculty/Staff/Students
    2.1. Allow a service animal to accompany the disabled partner at all times and everywhere on campus except, where service animals are specifically prohibited.
    2.2. Do not pet a service animal; petting a service animal when the animal is working distracts the animal from the task at hand.
    2.3. Do not feed a service animal. The service animal may have specific dietary requirements. Unusual food or food at an unexpected time may cause the animal to become ill or to be distracted.
    2.4. Do not deliberately startle a service animal.
    2.5. Do not separate or attempt to separate a partner from her or his service animal.

3. Responsibilities for Disabled Individuals Using Service Animals On Campus
    3.1. A student with a disability who utilizes a service animal must register with the Student Disability Services office. For use of a service animal by a resident partner or potential resident partner in University Housing, see the Accommodations and Services section of this document. Faculty, staff, or university visitors who utilize a service animal must contact the ADA Coordinator in Human Resources.
    3.2. The service animal's partner is at all times solely responsible for the cost of care, arrangements and responsibilities for the well-being of a service animal as well as any property damage.
    3.3. Service animals on campus must:
         3.3.1. Meet Non-University Requirements: All requirements for the presence of animals in public places (vaccinations, licensure, ID tags, etc.) mandated by state or local ordinance must be followed.
         3.3.2. Be Healthy: The animal must be in good health.
         3.3.3. Be Under Control of Partner: The person with a disability must be in full control of the animal at all times. Reasonable behavior is required from service animals while on campus. If a service dog, for example, exhibits unacceptable behavior, the partner must employ the proper training techniques to correct the situation.
         3.3.4. Cleanup Rule: The partner must follow local ordinances in cleaning up after the animal defecates. Individuals with disabilities who physically cannot clean up after their own service animal are not required to pick up and dispose of feces.

4. Removal of Service Animals

    4.1. Disruption: The partner of an animal that is unruly or disruptive (e.g., barking, running around, bringing  attention to itself) may be asked to remove the animal from University facilities. If the improper behavior happens repeatedly, the partner may be told not to bring the animal onto the University campus until the partner takes significant steps to mitigate the behavior. Mitigation can include muzzling a barking animal or refresher training for both the animal and the partner.

    4.2. Health: Service animals who are ill should not be taken into public areas. As stated in Section III, only     animals in good health will be permitted on campus. A partner with an ill animal may be asked to leave University facilities.
    4.3. Uncleanliness: Partners with animals that are unclean, malodorous and/or bedraggled may be asked to leave University facilities. An animal that becomes wet from walking in the rain or mud or from being splashed on by a passing automobile, but is otherwise clean, should be considered a clean animal. Animals that shed in the spring sometimes look bedraggled. If the animal in question usually is well groomed, consider the animal tidy even though its spring coat is uneven and messy appearing or it has become wet from weather or weather-related incidents.
    4.4. If a situation arises whereas the presence of a service animal threatens the health or safety of another individual (for example, in the case of a severe allergic reaction to animal dander), then the concerned parties must contact either Student Disability Services or Human Resources to mediate the situation on a case by case basis.

5. Areas Off Limits to Service Animals
    5.1. Research Laboratories: The natural organisms carried by dogs and other animals may negatively affect the outcome of the research. At the same time, the chemicals and/or organisms used in the research may be harmful to service animals.
    5.2. Mechanical Rooms/Custodial Closets: Mechanical rooms, such as boiler rooms, facility equipment rooms, electric closets, elevator control rooms and custodial closets, are off-limits to service animals. The machinery and/or chemicals in these rooms may be harmful to animals.
    5.3. Areas Where Protective Clothing is Necessary: Any room where protective clothing is worn is off-limits to service animals. Examples include the carpenters shop, lock shop, paint shop, and cogeneration facility.
    5.4. Areas Where There is a Danger to the Service Animal: Any room, including a classroom, where there are sharp metal cuttings or other sharp objects on the floor or protruding from a surface; where there is hot material on the floor (e.g., molten metal or glass); where there is a high level of dust; or where there is moving machinery is off-limits to service animals.
    5.5. If a student, faculty, or staff member has an off-campus internship, clinical lab, service-learning opportunity, or other university-related activity, then the student, staff, or faculty member must abide by the service animal policy at the off-campus entity.
    5.6. Exceptions
         5.6.1. A laboratory director may open her or his laboratory to all service animals.
         5.6.2. A laboratory director of a research laboratory or an instructor in a classroom or teaching laboratory with moving equipment may grant permission to an individual animal/partner team to enter the research laboratory or classroom or teaching laboratory with moving machinery. Admission for each team will be granted or denied on a case-by-case basis. The final decision shall be made based on the nature of research or machinery and the best interest of the animal. Example: The machinery in a classroom may have moving parts at a height such that the tail of a large dog could easily be caught in it; this is a valid reason for keeping large dogs out. However, a very small hearing dog may be shorter than any moving part and, therefore, considered for admission to the classroom.
         5.6.3. Access to other designated off-limits areas may be granted on a case-by-case basis.

6. Service Animals in University Housing
    6.1. Service animals may not reside in University Housing without written approval of University Housing. Such     requests will be processed, as follows:
         6.1.1. A requesting individual must provide the Student Disability Services office appropriate documentation at  least 30 days before prospective housing will be needed for the service animal.
         6.1.2. The Student Disability Services Office will review the documentation and seek to arrange a meeting with  a University Housing representative, the person requesting that a service animal be housed in University  Housing, and a Disability Services Office staff person. (Residence Hall Directors/Managers are not authorized to approve the housing of service animals in University Housing).
         6.1.3. A person who has a service animal on campus (including University Housing) is financially responsible for property damage caused by his or her service animal.
         6.1.4. All service animals to reside in University Housing must meet the following weight restrictions: at least 8 pounds, but not more than 125 pounds.
         6.1.5. Animals to be housed in University housing must have an annual clean bill of health from a licensed veterinarian.
    6.2. The Student Disability Services Office, in consultation with the Director of University Housing, may approve an exception to this policy when an exception is deemed necessary due to unique circumstances.

7. Grievances
    7.1. Any partner dissatisfied with a decision made concerning a service animal should follow the applicable Dispute Resolution Procedures. Students, please refer to the Fogcutter Services to Persons with Disabilities Policy Section E or the Student Disability Services Student Handbook Dispute Resolution Procedure. Staff and faculty members should refer to the appropriate handbook or collective bargaining agreement.

Additional Programs and Opportunities

SDS has various programs and opportunities designed to enrich and supplement the student’s overall University experience. Assistance with employment and community outreach opportunities as well as recreational and group support activities are available. For more information students are urged to contact their disability specialist.
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Dispute Resolution Procedures

SDS strives to provide fair and appropriate assistance and services. If a student is dissatisfied with SDS policies or procedures, or with decisions made regarding disability status or accommodations, the student is encouraged first to attempt to resolve the matter by speaking with his or her disability specialist. Equitable resolution of the matter between the parties should be sought through this discussion. If after speaking with a specialist the student is still dissatisfied, he or she should speak with the Director of SDS. If after speaking with the Director of SDS the student is still dissatisfied with the results and wishes to appeal that decision, the student should then do the following:

Informal Procedure
To file a complaint contact the supervisor of the department responsible for arranging the accommodations in dispute as listed below. All informal complaints will be reviewed within ten (10) working days. All informal complaints should be submitted in writing, and should include the following information:

         a)      Name and address of complainant
         b)      Date(s) of alleged incident
         c)      Parties involved
         d)      Witnesses (if applicable)
         e)      Specific description of allegation(s) of discrimination and impact of alleged               incident on the learning process
         f)       Signature of complainant

1.1.   For complaints related to academic or  non-academic program accommodations contact the Program Director of the program involved or:

         Dr. Peter Novak
         Vice Provost for Student Development
         (415) 422-6251

1.2.   For complaints related to Employment contact:

         Martha Peugh-Wade
         Assistant Vice President of Human Resources
         LM 339
         (415) 422-6707

2.      Formal Procedure: to be followed if the above procedure does not result in satisfactory results. To initiate formal grievance proceedings contact:

         Human Resources
         LMN 3^rd floor
         (415) 422-6707

Human Resources coordinates the ADA-related review committee. This committee consists of a representative from Human Resources, a designated faculty member, a designated student, the Vice Provost for Student Development and the Dean of the College or School in which the student is enrolled. All formal complaints will be reviewed by the committee within 30 days.

Any student has the right to file a complaint with the Office of Civil Rights of the U.S. Department of Education. The office will investigate and issue a Letter of Findings either supporting the student or the institution. To file a complain with the Office of Civil Rights, please contact: U.S. Department of Education, Office for Civil Rights, Wanamaker Bldg., Suite 515, 100 Penn Square East, Philadelphia, PA 19107; 215-656-8541; TDD: 215-656-8604; Statue of limitations for filing a complaint is 180 days from the time the incident occurred.

 Retaliation against any persons filing a complaint is prohibited under state and federal law.

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Emergency Evacuation Procedures

The University of San Francisco asks that persons with disabilities learn and remember features of each building they are in, including stairways, exits, phone locations, and elevator procedures. It is very important that persons with disabilities participate in all emergency drills, to practice procedures. We recommend that individuals with
disabilities assume responsibility in identifying several people in their classes and residence halls or office buildings who are willing to assist them in case of emergency, and discuss their needs with these individuals ahead of time. We highly encourage all students with disabilities to carry a cell phone at all times. In the event of an emergency on campus, the first step is to contact Public Safety Emergency at (415) 422-2911.

Students living in University Operated Housing

The Office of Residence Life (ORL) recommends students with disabilities to participate fully in all emergency drills. ORL also recommends that students disclose their needs to their floor Resident Advisor and a few select and willing floor mates and/or their Residence Hall Director, so that these individuals are aware of evacuation needs and can inform officials what assistance may be needed in the event of an emergency. In the event of a drill, all residents are informed ahead of time of the occurrence. Students with disabilities who would like individualized evacuation assistance in advance of the drill may contact the Office of Residence Life, Student Disability Services or Public Safety.

Basic Fire Techniques in the event of a Fire Alarm

• Everyone should sleep with the bedroom door closed at night. A closed door will help slow the spread of deadly fire, smoke, and heat. A person following an escape route should be sure to close the door behind him/her to slow the spread of fire.
• When the person hears the alarm, s/he should roll out of bed to the floor whenever possible, get down on hands and knees and crawl to the door and touch it. No one should stop for clothes, papers, jewelry, or other personal items.
• If after a few seconds, the person feels no heat from the door, s/he should open it just a crack to check for smoke. If no smoke is detected the person should close the door and go to the phone to dial Public Safety Dispatch at x2911.
• Once on the phone with Public Safety Dispatch, inform the dispatcher that the fire alarm is going off in the building you are in. Tell them who you are and where you are located, and that you are a person with a disability with limited mobility.
• Ask them if they have any information on the alarm at that time, and that with no sign of immediate danger that you are remaining in your room with the door closed. If the dispatcher knows that it is a true fire they will instruct you to the nearest fire exit stairwell to wait on the landing for an emergency personnel to assist in evacuating you.
• If they have no information at that time (other than officials are on their way), hang up and wait in the room. If the phone does not work and you do not have a cell phone or another way of calling for assistance, go to the window, if possible, and gain the attention of someone below (e.g., wave arms, a colorful piece of fabric, etc).
• If during the time in the room you begin to detect smoke or feel the door and it is now hot, call Public Safety again and get to the window. Tell them what has changed and you are near the window. If unable to contact Public Safety, again attempt to gain the attention of someone below. If possible, grab some towels or clothing and get them wet with water and shove them around the door to seal the cracks.
• Elevators should not be used when the fire alarm is going off, unless directed by emergency personnel.
  

Power Outages or Downed Elevators

• In the event of a power outage or downed elevator in University operated housing, please contact Facilities Management at (415) 422-6464 during business hours, M-F 8am- 4:30pm, and Public Safety (415) 422-4222 during all other hours of the week.
• Inform officials of the problem, and make sure they know that you are a person with a disability. Give them your name, telephone number and location in the building. Ask officials to inform you when the issue is resolved, as appropriate.
• Stay where you are. If the problem cannot be resolved immediately and you need to get out of the building for an emergency reason, contact Public Safety and tell them that you are in need of assistance.
• If the power outage or downed elevators are anticipated to last overnight, the Office of Residence Life will make the commitment to reasonably accommodate you and relocate you to another space in University Operated Housing.
  

Students in Academic and Office Buildings
The University recommends students with disabilities disclose to the professor and/or colleagues what assistance they would need during an emergency. It may also be helpful to inform select classmates as well.

Basic Fire Techniques in the event of a Fire Alarm

• As appropriate, follow the basic fire techniques listed above for University operated housing.
• When the building fire alarm sounds and you are unable to evacuate safely, ask someone to inform the emergency personnel who and where you are. As appropriate, move toward a landing or exit. If possible, call Public Safety at (415) 422-2911 to inform them you are a person with a disability with limited mobility needing assistance. Give your name, number, and location.
  

Power Outages or Downed Elevators/Lifts

• Please call Facilities Management at (415) 422-6464 during business hours, M-F, 8am- 4:30pm and Public Safety at (415) 422-4222 during all other hours. Inform these offices of the particular power outage/malfunction. Give your name, number and location.
• Stay in place. Inform these offices whether or not you are trapped, and/or if you are safely able to leave the building independently with the elevators/power down. Ask for an idea of how long the outage will be, and ask the appropriate office to call you and the individual back when there is additional information. If the power will be out for some time and you need to leave the building, contact Public Safety to have trained officials assist you.
  

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Appendices

Appendices are available in this section as a .pdf file. If you would like these appendices in an alternative format, please contact us.

Appendix A: Authorization to Receive or Release Information Form 

Appendix B: Physical, Psychological, Temporary, Chronic Impairment Documentation Guidelines 
Appendix C: Disability Verification Form (Physical, Temporary, Chronic Impairment) 
Appendix D: Disability Verification Form (Psychological) 
Appendix E: Learning Disability Documentation Guidelines 
Appendix F: Attention-Deficit/Hyperactivity Disorder (AD/HD) Documentation Guidelines 
Appendix G: Verified Individualized Services and Accommodation (VISA) Form 
Appendix H: Accommodation Agreement Form 
Appendix I: Equipment Agreement Form 
Appendix J: Note Taker Agreement Form 
Appendix K: Note Taker Request Form 
Appendix L: Recording Lectures Agreement Form 
Appendix M: Alternate Media Agreement Form 
Appendix N: Electronic Text Request Form 

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