It is the responsibility of each DAS student to notify faculty of their accommodations every semester. DAS uses a data management system, AIM, to help students review accommodations and email notification letters to their assigned faculty members. Academic accommodations are meant to ensure access and will not lower academic standards or compromise the integrity of educational programs. Although accommodations can be requested or changed at any time, DAS encourages students to do it early on, as accommodations are not retroactive.

 

To send your Letter of Accommodations to Faculty:

Before any notification letter can be sent to faculty, you will have to give DAS permission to disclose accommodations by signing the Information Release Consents on the left hand menu under My Accommodations. This form gives us permission to discuss and send your information to your instructors and other necessary contributors. Once signed, you can see your approved accommodations with descriptions under My Eligibility. Here, you can learn more details for each of your approved accommodations. Familiarize yourself with your accommodations then, when you are ready to confirm your accommodations and send your Letter of Accommodations:

1. Click on “List Accommodations” under My Accommodations.
2. Click the boxes to place checkmarks beside each class that you want to request accommodations for. Then, click the the button below to proceed to Step 2 – Continue to Customize Your Accommodations.
3. Then, place checkmarks beside the approved accommodations that you want use in each class.
4. When you have finished making your selections, click Submit your Accommodation Request.  An email will be sent to DAS and the professors of the courses you selected. You will receive a copy of the email also. If you make any changes to your accommodations, you will need to repeat this process so updated notification letters will be sent to faculty.

How to Talk to Professors About Accommodations
Do & Don’t, Email Example, Scripts, and How to Follow-up

 

DO:

Send the accommodation notifications through AIM first, then follow up in person or during office hours. Even if you’re comfortable using your accommodations, it’s best practice to always reach out to your professors and make sure there are no questions.

Use your accommodation letter as a starting point for the conversation.

Be direct but respectful; you don’t have to overshare or disclose your diagnosis.

Stick to logistics, not medical info or specific details.

Ask questions about how your accommodations will apply specifically in their class.

Document your meeting and any agreements. We suggest sending a quick summary email to the professor to document the conversation, especially if any changes or clarifications are made.

DON’T:

Don’t wait until the last minute (especially for tests or deadlines). Accommodations are not retroactive.

Don’t assume professors know what each accommodation means. There is a description of each accommodation on the notification letter. You can use that as a guide and reach out to DAS if there are any questions.

Don’t assume a professor will bring up your accommodations first. It’s a student’s responsibility to reach out for conversation. Professors don’t know your comfort level and they’re juggling a number of other accommodation requests at the same time. Take the lead.

Sample Intro Email

Subject: Accommodations for [Course Name]

Dear Professor [Last Name],

My name is [First Name], and I’m in your [Course Name] class this term. I’m registered with DAS and have sent you my accommodation notification through AIM. I’d like to briefly connect to make sure we’re on the same page and discuss how my accommodations might work in your class.

Please let me know if you prefer if I stop by during office hours, should schedule a meeting, or if email is best.

Thank you,
[Your Name]

Scripts by Accommodation Type

Extended Time / Reduced Distraction Test Setting

“Hi Professor, I wanted to talk about test accommodations. I get time-and-a-half and I prefer to test closer to instructors. Is there an empty conference or study room that I can use? Can you or someone in the department proctor the exam for me or, should I schedule to take my exams in the DAS Testing Center?”

Leave Class Briefly

“One of my accommodations allows me to step out of class briefly if I need to. I just wanted to let you know I’ll try not to disrupt anything, and I’ll come back quietly. Can I ask you for any material that I missed, or should I ask someone in the classroom?”

Use of Laptop

“I have an accommodation to use a laptop for note-taking, even if it’s not typically allowed. Let me know if there’s anything I should be aware of about using this in your class.”

Flexibility with Short-Term Deadlines

“I have an accommodation for flexibility with short-term assignment deadlines. DAS has a Late Work Template for us to use as we talk through how things will look for your class if I need to use this.”

Preferential Seating

“One of my accommodations involves seating preference, especially in lower-stimulation areas. I’ll plan to grab a spot near the front/side. I just wanted to give you a heads-up.”

Use of Earplugs / Headphones (not connected to devices)

“I sometimes use earplugs or noise-dampening headphones to reduce distractions. They’re not connected to anything, I just wanted you to know so it doesn’t seem like I’m using something that’s not allowed.”

Access to Phone for Medical Device

“I use my phone to monitor a medical condition, and it acts like a medical device. If there’s ever a concern about phone use during class or tests, I’m happy to talk through how I can keep it visible and accessible, but not disruptive to the class.”

If You’re Nervous or Don’t Know What to Say

“I’m still getting used to using and talking about accommodations. I have my letter from DAS and I’d like to make sure I understand how my accommodations work in your class. Can we talk through it?”

Optional (But Recommended) Follow-Up Email After Meeting

Subject: Accommodation Meeting Follow-Up

Dear Professor [Last Name],

Thank you for taking the time to meet with me today. Just to confirm, we agreed that:

[Example: You will proctor my exams and I will test with you at: __________ ]

[Example: You prefer I email you within 4 hours of the deadline if I need an extension, if possible]

[Example: I will place a recorder on the table in class that’s closest to you so I can get clearer audio and I will delete any personal information another student shares in discussion]

Let me know if I missed anything. I appreciate your support.

Best,
[Your Name]

Policy for Obtaining Textbooks or Course Materials in Alternate Format

Berea College students who are registered with Disability & Accessibility Services (DAS) may be eligible for testing accommodations if the functional impact of the student’s disability adversely affects his/her ability to take exams or quizzes under the same conditions as their classmates. The guiding principle of testing accommodations is to remove or reduce barriers to the test-taking process and thus enable students with disabilities to be assessed on an equal basis with their non-disabled peers. Testing accommodations provide an opportunity for students with disabilities to demonstrate mastery of skills and attainment of knowledge when the design of the test presents a barrier. Testing accommodations may involve the modification of timing, the setting, the method of presentation, and/or the method of response. It essentially allows students to demonstrate their knowledge of the course content in an alternative way without undue interference from their disability. Exam accommodations may include, but are not limited to, the following:

• Distraction-reduced space
• Extended time
• DAS Testing Room
• Assistive technology (e.g., screen-reader software)
• Accessible formats (e.g., Word Doc, large print, braille)
• Computer/Microsoft Word for essay exams
• Raised table
• Reader/scribe

Students should discuss the best option for receiving testing accommodations with each of their faculty. Testing accommodations can be provided directly by a faculty member or by DAS in our Testing Room.

• Faculty/Teaching Assistant Proctoring– Faculty members are encouraged to provide testing accommodations whenever possible in their academic department. Many faculty members arrange to proctor exams during office hours or have their teaching assistant(s) proctor exams.
• Disability & Accessibility Services (DAS) Testing Room– If instructors are not able to provide accommodations to students within the academic department, students can schedule their exams to be taken in the DAS Testing Room. (101 Lincoln Hall). The DAS Testing Room is proctored by Disability and Accessibility Services (DAS) labor students using DAS camera monitoring system. Students should discuss this option with their instructor.

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DAS Testing Room

DAS is committed to providing an equitable testing environment for students, offering a quiet and secure space for testing when accommodations cannot be provided by the educational department. It is the student’s responsibility to schedule exams with the DAS Testing Room. Please schedule exams at least 2 working days before the planned exam date. Students may use their course syllabus to schedule all of their exams for the semester. We understand that exam dates may change. Contact the DAS as soon as possible if your exam has been rescheduled.

Important Information:

• The DAS Testing Room is available Monday through Friday, 8:00 A.M. to 4:30 P.M. Using the DAS Testing Room outside of these hours will need to be discussed on a case-by-case basis.
• Regular exams proctored by DAS staff in the DAS Testing Room must be scheduled two business days in advance. Final exams must be scheduled in advance and will be subject to a formal schedule. For example, a typical exam on Tuesday must be scheduled by the preceding Friday. Final exams will be scheduled in set time blocks throughout the week based on the Registrar’s Office formal schedule.
• Schedule early. Space in the DAS Testing Room is limited. Students should schedule exams as soon as possible. If test dates are listed on the syllabus, students are encouraged to schedule all of their exams with DAS at the beginning of the term.
• Late arrivals (10 minutes or more) are not permitted to test. Permission to reschedule is required from the professor and is the student’s responsibility to provide to DAS to reschedule in the testing room. Please note, professors may not allow rescheduling. Early arrivals are appreciated; however, testing begins at the scheduled appointment time.
• Bring all required materials.

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Students Not Registered with DAS

Students who believe that, based on their disability, they need testing accommodations in one or more of their classes, should arrange to meet with the staff of DAS, by calling 859-985-3237 or emailing DASOffice@berea.edu to make an appointment as soon as possible to engage in an interactive process to determine their individualized accommodations. Please note, this process can take several days and is best started at the beginning of each term. Please see the main DAS webpage for more information.

The Americans with Disabilities Act (ADA) of 1990 and The Rehabilitation Act of 1973 mandate equal access to education, employment, and public services for qualified individuals with disabilities.

Some Berea College students who are registered with Disability & Accessibility Services (DAS) may be receiving access to course content via notes or other services if the functional impact of the student’s disability adversely affects their ability to take their own notes. Access to class notes is critical to learning. There are three ways to accomplish this: 1) audio-recording lectures using a digital recording device, phone, iPad, tablet, or computer; 2) receiving lecture slides in advance of class, either through Moodle or directly from the instructor; and 3) in certain limited situations, supplemental notes provided by a notetaking company.

Reasonable accommodations are designed to level the playing field for individuals with disabilities. Note-taking services are provided for student who have to overcome a barrier caused by a disability that makes taking notes difficult or impossible.

Students who believe that, based on their disability, they need an accommodation for notes in one or more of their classes, should arrange to meet with DAS Director, Holly Hatfield as soon as possible to engage in an interactive process to determine their individualized accommodations.

Audio Recording Lectures

Access to Instructional Material

Faculty often provide lecture slides to the class to assist with note taking. A good study strategy for all students is to augment the PowerPoint slides by taking additional notes during the lectures. This will help you to recall the information as you prepare for exams.

DAS offers an accommodation called Early Access to Instructional Materials. If an instructor is providing lecture slides or journal articles to the whole class, but they cannot be accessed until after class, the student can request to be provided with the materials before class to assist them with taking notes that are complete and accurate. Students sign our Early Access to Instructional Material Agreement form when this accommodation is put in place for them.

Note-Taking

This accommodation is not to transcribe the lecture word for word but to highlight the major points of a lecture or class session. While audio recording a class may be an appropriate accommodation in some situations and for some students, it is not appropriate in all cases and cannot be viewed as an equal substitute.

Notes that are provided to the student are intended for the student’s personal study use only. They are not intended as a substitute for a student’s full participation or attendance in each class. Therefore, notes are not provided if a student does not attend class, except in cases of emergencies or extenuating circumstances approved on a case-by-case basis at the discretion of DAS or the instructor.

Students who believe that, based on their disability, they need a note-taker in one or more of their classes, should arrange to meet with a staff member at DAS, by calling 859-985-3237 or emailing DASOffice@berea.edu to engage in an interactive process to determine their individualized accommodations.

Single Room Accommodations

As a residential college, Berea College values the on-campus living experience as a unique and essential part of the college. This experience is designed to foster community living, where students will develop valuable life skills such as communication, empathy, conflict resolution and consensus building, which is an integral part of their personal and social development. Students are expected to share bedroom spaces and navigate roommate relationships, supported by a dedicated team of residence life professionals.

At Berea College, we understand that some students may have medical or psychological conditions that necessitate specific housing accommodations. Students at Berea who require particular types of residence or amenities due to such conditions should submit a housing accommodation request. This process involves providing sufficient professional documentation to verify the need for the requested accommodation.

It is important to note, that a medical or psychological diagnosis and a physician’s or therapist’s recommendation do not automatically qualify a student for disability-related housing accommodations. While we recognize that a single room may benefit someone with a disability, careful consideration goes toward each request to determine if a single room is essential to their equal access and the college is responsible for determining reasonable accommodations as instructed by ADAA, Section 504, and other applicable disability law. Berea College reserves the right to amend the procedures for housing accommodation requests to ensure it best reflects ADA and relevant law guidelines.

Single Room Requests

Berea College has a limited number of single rooms available. Students may request a single room as a preference during the scheduled housing selection process. The need for a single room is considered a disability accommodation only when clinical history and professional documentation clearly demonstrate a history of substantial limitations and provide a rationale that supports the student’s need for a separate living/sleeping space. For example, a student requiring extra space for specialized medical equipment may need a single room to ensure they can access and utilize the housing provided. In such cases, the accommodation is considered necessary to create access.

Single room accommodations are not automatically granted from one academic year to the next. A request to renew a single room accommodation is subject to review each academic year as needed. Students may be asked to provide updated supporting documentation. All students should complete their application for housing assignment before the deadline set by Housing, even if they plan to request a single room. 

Common Concerns and Alternatives

We provide accommodations for students with disabilities in order to facilitate their full participation in our housing program. Single room accommodations are not for living style preferences, avoiding roommate conflict, ensuring success, ameliorating a condition, or aiding in other aspects of the college experience, such as studying. Many students present diagnoses such as ADHD, Generalized Anxiety, and Depression as reasons for needing a single room. However, these diagnoses do not often present true barriers to access that necessitate a single room. Berea College offers several alternatives and supports to address common concerns:

Need for a Quiet Study Space: Student housing is primarily living space and a student’s room is not designed to be a quiet study area. Berea College offers various settings such as reservable study rooms, private cubicles in the library, empty classrooms, and other quiet spots on campus. Tools like noise-canceling headphones can also help.

Need to Decompress, Re-Charge, Practice Coping Skills: This does not typically justify the need for a single room. Berea provides multiple spaces on campus for students to use for self-care and balance, including exercise options at Seabury Center, private nooks in academic buildings, many outdoor spots like Alumni Fields, private rooms in residence halls, and alternative locations that can be identified by residence life staff.

Control Over Space: Sharing space is part of the college experience and each student needs to recognize what is in their locus of control in a shared living experience. Students have their own designated spaces within shared rooms, and learning to negotiate shared living arrangements and boundaries is an essential skill. Residence Life staff are available to assist with any issues that arise.

Concerns About Impacting a Roommate: Shared living is designed to build communication skills and navigate relationships. Extensive procedures and resources are in place to help manage roommate conflicts and concerns. Students are strongly encouraged to communicate with Residence Life as soon as possible for support.

Security of Medications and Valuables: Students should consider using lockboxes or safes to secure valuables, including medications, and always lock their dorm room doors.

In summary, Berea College emphasizes the value of the communal living experience while also providing processes and supports to accommodate students with specific needs, ensuring an equitable and enriching residential experience for all.

Request Process

While completing the Single Room Request, students must still engage in general housing procedures, including the Room Selection Process. To request a single room as a disability-related accommodation:

1. Application: If you are not registered with DAS, submit a New Student Application.
   If you are registered with DAS, move to Step 2.
2. Documentation: Meet with and request documentation from your provider(s).
   DAS provides the Single Room Request Form which is an online, standardized form for your provider’s convenience. If they complete and sign our form, it will be sent back to DAS automatically.Any documentation that is not submitted via our standardized form must still meet our Documentation Guidelines and should be uploaded to your AIM account using the Submit New or Updated Documentation link on your student dashboard. Documentation may also be sent to our Director via email (hatfieldh2@berea.edu) or by fax (859-985-3921).
3. Personal Statement: Submit a personal statement as text or an attachment using our Personal Statement link. Your personal statement can also be sent to our Director via email (hatfieldh2@berea.edu).
4. Committee Review: When all above documents have been received by DAS, they will be compiled into a complete request. Requests are reviewed by a committee in a closed and confidential meeting and students will be contacted via email when a decision has been made.

Committee Review

Requests are considered by the Housing Accommodations Team, which is comprised of professional staff from the offices of Disability and Accessibility Services, Housing, and Counseling Services. The team evaluates, among other things, the student’s disability status, the necessity of the requested accommodations, potential alternative accommodations, and what, if any, housing accommodations would be appropriate for the student. HAT typically meets to review requests 1-2 times per month. Students are informed of the status of their request by email. The Housing Office will be included on this email only if a student is approved for a single room and Housing will follow up with the student regarding assignment changes at their earliest convenience. Students who require additional information about room assignments should contact Housing to learn more.

Appeal Procedures

If a requested accommodation is denied, a student has several options to appeal. These options can be found on this page under Appeals & Grievance Processes.

ESA Accommodations

At Berea College, we understand that some students may have medical or psychological conditions that necessitate specific housing accommodations. DAS provides accommodations to students with disabilities to ensure they have equal access to full program participation, including residential life. An emotional support animal (ESA) is an assistance animal prescribed for an individual with a significant diagnosed psychiatric disability who needs the presence of the animal to remain psychologically stable. An ESA request may be denied if the animal’s behavior poses a threat to the health or safety of others.

According to the U.S. Department of Housing and Urban Development (HUD), an ESA is not a pet, a Service Animal, or a therapy animal. An ESA is an animal that provides emotional support which alleviates one or more identified symptoms of a resident’s documented disability. An ESA may be considered for equal access to campus housing; however, they are not permitted in any other areas of the College. An ESA is not specifically trained and therefore is not considered a Service Animal.

ESA Requests

The need for an ESA is considered a disability accommodation only when documentation clearly identifies disability-related barriers to a student’s access and enjoyment of on-campus housing options and that there is an identifiable relationship between the disability and the support that the ESA provides. Students at Berea who require an ESA due to a significant diagnosed psychiatric disability should complete the ESA Request Process. This process involves providing sufficient professional documentation to verify the need for the requested accommodation.

It is important to note, that a medical or psychological diagnosis and a physician’s or therapist’s recommendation do not automatically qualify a student for disability-related housing accommodations. While we recognize that an ESA may benefit someone with a disability, careful consideration goes toward each request to determine if an ESA is essential to their equal access and the college is responsible for determining reasonable accommodations as instructed by ADAA, Section 504, HUD, and other applicable disability law. Berea College reserves the right to amend the procedures for housing accommodation requests to ensure it best reflects relevant law guidelines.

**Students who are approved for an ESA must provide Housing with veterinary records, including vaccinations and a bill of good health, an animal license (dogs only) as defined by Madison County Ordinance, and they must agree to the institution’s ESA Guidelines.

Request Process

Living in a shared living space in a residence hall upholds the spirit of our 7th Great Commitment: Supportive and Sustainable Living and is a valued and integral part of the college experience. Before starting the request process, students should familiarize themselves with the ESA Guidelines and carefully consider their responsibilities as a potential ESA owner. We encourage you to schedule a meeting with our Director, Holly Hatfield, before starting the ESA Request Process if you have questions. We also strongly encourage you to inquire about academic accommodations through DAS if you have not been approved for them. DAS provides a variety of support in and out of the classroom setting to help support your needs. Please see our website for more information about common accommodations.

To request an ESA as a disability-related Housing accommodation:

1. Review the ESA Guidelines.
   If you are approved for an ESA, you will have to sign the guidelines later, as an agreement.
2. Application
   If you are not registered with DAS, submit a New Student Application.
   If you are registered with DAS, move to Step 3.
3. Documentation
   Meet with and request documentation from your provider(s) for an ESA.
   For your convenience, DAS provides the ESA Request Form which is a standardized form via DocuSign. If your provider completes and signs our form, it will be sent back to DAS automatically. Any documentation that is not submitted via DocuSign must still provide all of the information requested on the ESA Request Form and should be uploaded to your AIM account using the Submit New or Updated Documentation link on the student dashboard. Documentation may also be sent to our Director via email (hatfieldh2@berea.edu) or by fax (859-985-3921).
   *Personal Statement
   We encourage students to also submit a personal statement with their ESA request. While it’s not required, it provides much needed context to the committee reviewing your request. We provide guidance for writing your statement for your convenience. Review these guidelines and submit your personal statement using our Personal Statement link. Your personal statement can also be sent to our Director via email (hatfieldh2@berea.edu).
4. Committee Review
   When all above documents have been received by DAS, they will be compiled into a complete request. Requests are reviewed by a committee in a closed and confidential meeting and students will be contacted via email when a decision has been made. If the request is approved, the student will also need to meet with their Area Coordinator to review and sign the ESA Guidelines and to provide relevant veterinary records and registration. Please send records and registration to Housing via email (housing@berea.edu).

Committee Review

Requests are considered by the Housing Accommodations Team, which is comprised of professional staff from the offices of Disability and Accessibility Services, Housing, and Counseling Services. The team evaluates, among other things, the student’s disability status, the necessity of the requested accommodations, potential alternative accommodations, and what, if any, housing accommodations would be appropriate for the student. HAT typically meets to review requests 1-2 times per month. Students are informed of the status of their request by email. The Housing Office will be included on this email only if a student is approved for an ESA. It is the student’s responsibility to provide the necessary veterinary documents and information to Housing before bringing an ESA to campus. Please contact Housing for questions related to this.

Appeal Procedures

If a requested accommodation is denied, a student has several options to appeal. These options can be found on this page, under Appeals & Grievance Processes.

Access Barriers

All campus community members can report an accessibility issue on campus, on the College website, or in a class by completing the Report an Access Barrier form. DAS will review the information that is provided and pass on the relevant information to the appropriate campus partners to address the issue.

Dining

Berea College is dedicated to promoting students’ health and well-being by providing on-campus dining options that promote access to a variety of healthy, fresh, and nutritious foods that satisfy students’ dietary requirements. One of the foundations of successful learning is consistent access to a variety of healthful foods. Berea College can meet the vast majority of students’ dining needs–including disability-related dietary requirements–through its dining options, or through reasonable accommodations.

Students are eligible for reasonable accommodations if they have a disability, meaning a physical or mental impairment that substantially limits one or more major life activities. Depending on the circumstances, this may include conditions such as severe allergies, gluten intolerance, diabetes, gastrointestinal conditions, etc.

Students are encouraged to first reach out to our Dietitian, Joe Chism, to discuss dietary restrictions and if accommodations may be required. For information on how to request dietary accommodations on the basis of disability, please contact DAS Director, Holly Hatfield.

Evacuation Assistance

Students whose disabilities, chronic conditions, or temporary injuries may interfere with their ability to evacuate residence halls or other campus buildings are strongly encouraged to alert DAS and Housing. Students can also reach out to Public Safety (859-985-3333) for individual emergency preparedness and planning consultation.

Labor

Berea College is one of only ten federally recognized Work College in the United States where students support the operations and mission of the College and gain workplace experience. Students with disability-related barriers that may affect them in the performance of their labor duties may be eligible for reasonable accommodations. DAS and the Labor Program Office work together to identify resources and adapt to the needs of the student by locating suitable first and subsequent labor assignments. For information on Labor Accommodations, please DAS Director, Holly Hatfield.

Mobility Equipment Loan

Getting around campus may be difficult for students with temporary conditions that cause mobility impairments. Although DAS does not provide transportation around campus, DAS has a limited number of battery-powered scooters and knee walkers available for short-term loan on a first-come, first-served basis. Documentation is needed for this access and must support the request for a mobility device.

Parking

Public Safety may give students special permission for parking in campus lots that allow them to park closer (supported by a doctor’s note) to classes, Labor, or Residence by issuing a temporary parking pass. Students must provide DAS with documentation that supports the need of a vehicle from a provider. DAS will contact Public Safety with appropriate details to support this request, but the decision is at Public Safety’s discretion. These passes are temporary and will require updated documentation as needed to continue access.

Facilities Management has developed an interactive campus map that is designed to highlight accessible parking spaces, accessible building entrances, and barriers like construction and stairs. Questions concerning campus parking policies should be directed to the Office of Public Safety. If you are in need of accessible parking (official license plate or placard), please note that Berea College is not authorized to issue parking accessibility placards. In the State of Kentucky, accessible parking permits are issued through the local County Clerk. The Berea branch office can be contacted at: 859-986-1460.

Berea College DAS Office may deny a request for an accommodation if it is unreasonable, meaning it falls under one of the following categories:

1. Fundamental Alteration

If an accommodation reduces the academic standards of the College, its departments, or its courses, the college will deny the accommodation and deem it unreasonable. Academic standards are essential for any student. Determination of a fundamental alteration is made by DAS after discussion with faculty on the essential components of the course or major. Students with disabilities must acquire the same knowledge and skills as other students.

2. Undue Hardship

If an accommodation is impossible to administer, the accommodation is deemed unreasonable. An undue administrative burden occurs when the College does not have enough time to respond to the request, or when the accommodation would be impossible or unfeasible to administer. In every instance, the College reserves the right to offer other, equally effective accommodations. In twenty years of case law and findings under Section 504 and the ADA, the federal government has never allowed a post-secondary institution to claim undue financial hardship as a legitimate refusal to provide auxiliary aids or services.

3. Personal Services

If a request for an accommodation falls under the definition of a “personal service,” the College is not responsible for providing the request. Personal services are those that a person with a disability must use, regardless of attendance at the College. In addition, personal services include those for which no correlation between the disability’s functional limitation and program access can be established. For instance, the College does not purchase wheelchairs or other assistive technologies used in every setting to compensate for a mobility disability. Other examples of personal services include medications, mental health, medical aids, and tutoring or homework assistance.

4. Direct Threat

If a request for an accommodation in any college program or activity poses a risk to the health and safety of others, a request may be considered unreasonable. An individualized assessment will be made if the college has a reasonable basis for believing that a student with a disability poses a direct threat.

A student can appeal this decision under the college’s Grievance Procedures as outlined in the College Catalog.

If a requested accommodation is denied, a student has several options to appeal:

Informal Resolution Process

Clear communication between students, faculty/staff, and DAS is vital to utilizing DAS services effectively. When possible, students are encouraged to first address concerns and problems with the individuals most directly involved in the situation:

• the DAS Director (hatfieldh2@berea.edu, 859-985-3237, 110 Lincoln Hall) regarding eligibility for accommodations and specific accommodations;
• the individual faculty or staff member in the cases of implementation or lack of approved accommodations.

DAS recognizes that every program is different and DAS does not possess the details for every available course, which means that some accommodations may not be reasonable. If an instructor believes that an accommodation fundamentally alters an essential requirement of the course or reduces the academic standards, the instructor can request a fundamental alteration review through DAS. Instructors cannot deny accommodations without engaging in this process with DAS. Until a final decision on the accommodation is determined, it is legally required to be provided.

Students who are experiencing difficulties in receiving authorized accommodations by a faculty or staff member, department, or program should first address their concerns with the faculty or staff member charged with providing the accommodation. The DAS Director is available for assistance by discussing and exploring options with the student and/or faculty or staff member, contacting all concerned parties in the effort to clarify issues, facilitating a meeting with the concerned parties, and/or advocating for the student’s right to receive appropriate and effective accommodations to the extent required under either the Rehabilitation Act or the ADA.

Should the student be unable to discuss an issue with the DAS Director, or if the complaint is about the DAS Director, the student should contact Vice President of Strategic Initiatives, Teri Thompson (teri_thompson@berea.edu). The Kentucky Department of Education State ADA Coordinator is available for consultation regarding questions or concerns a student may have about accommodations (502-782-9523 or 1-877-423-2933).

A student who is not satisfied with the resolution on this level may choose to file a formal complaint.

Formal Grievance Process

The student may submit a formal written grievance to the Berea College Section 504/ADA Coordinator, Joslyn Glover (985-3606, 006 Lincoln Hall, gloverj@berea.edu). When making a formal complaint, a student should include specific information about the concern or problem (describe the issue(s), incident(s), and the action(s) taken; state the name of the individual(s) or office(s) involved, and show documented efforts to resolve the complaint). The Section 504/ADA Coordinator will meet with the student to discuss the complaint and will conduct any necessary investigation.

The Section 504/ADA Coordinator will issue a written decision including findings and remedial actions, if any, to be taken by Berea College and/or the student. This decision shall be issued to the student and any others deemed appropriate within fifteen (15) calendar days of Section 504/ADA Coordinator’s receipt of the complaint. Files and records on all formal grievances shall be maintained by the Section 504/ADA Coordinator.

Appeal Procedure

If a student is not satisfied with the formal grievance procedure, the student may appeal to the President for de novo review of Section 504/ADA Coordinator’s decision.  The appeal must be made in writing within five (5) calendar days of the decision. The determination of the President on any such appeal is final.

If the grievance is not resolved internally at the College, the student may choose to file a complaint with the Office of Civil Rights, U.S. Department of Education – 100 Penn Square East, Suite 515, Philadelphia, PA 19107; Tel: (215) 656-8541; Fax: (215) 656-8605; OCR.Philadelphia@ed.gov. Instructions: How to file a complaint of discrimination with OCR.

Frequently Asked Questions (FAQ)

Q: Will my professors know about my disability?
A: No, your disability details remain confidential. Professors only receive information about the accommodations you need from DAS. You can disclose as much as you would like to them directly.

Q: Can I request a new accommodation later?
A: Yes! If your needs change, you can always request additional or modified accommodations.

Q: What if my professor disagrees with my accommodation?
A: Professors must contact DAS if they believe an accommodation changes the essential nature of the course. DAS will work with them to find a solution.

Q: What if I don’t have documentation for my disability?
A: DAS can help guide you through the process of obtaining documentation. In some cases, temporary accommodations may be provided while documentation is pending.

Q: Do accommodations apply to all of my classes?
A: Yes, accommodations apply to all your classes, but each class may require a different approach. Some accommodations might be easy to implement in one class but need adjustments in another. DAS will work with you and your professors to make sure everything is in place.

Q: Do I have to use all of my approved accommodations?
A: No, it’s your choice. You’re not required to use all your accommodations for every class or situation. You can decide which accommodations you need for each class.