Academic Accommodation Process

Academic Accommodation Process

The Access Service establishes academic accommodations for students with disabilities while adhering to the University of Ottawa’s policies, procedures, and administrative regulations, as well as the Ontario Human Rights Code.

The Access Service takes into account the standards of achievement essential to academic integrity and collaborates with the University of Ottawa community, including students, to provide reasonable and appropriate academic accommodations.

The academic accommodation process is a shared responsibility between the Access Service, the students, the professors, and the academic units. The parties involved cooperatively engage in the process.

The Access Service’s responsibilities include but are not limited to:

  • Establishing reasonable and appropriate academic accommodations for students
  • Safeguarding the medical documentation and the personal information of students
  • Facilitating the provision of reasonable and appropriate academic accommodations, including examinations
  • Collaborating with all stakeholders to ensure the academic accommodations do not jeopardize academic integrity or program standards

The students’ responsibilities include but are not limited to:

  • Disclosing the need for academic accommodations to the Access Service
  • Providing the Access Service with the necessary medical documentation in accordance with the Required Documentation Grid
  • Attending their initial appointment with the Access Service, as well as their follow-up appointments
  • Adhering to the University of Ottawa’s and the Access Service’s deadlines and regulations

The professors’ responsibilities include but are not limited to:

  • Reading every CAM letter posted in the Professors Portal
  • Submitting one Notice of Examination per examination (not per student)
  • Collaborating with the Access Service to provide academic accommodations to their students
  • Submitting a copy of exam materials to their academic unit within the required time frame
  • Respecting the confidentiality of all students registered with the Access Service

The academic units’ responsibilities include but are not limited to:

  • Uploading a copy of each examination to Ventus
  • Safeguarding the personal information of students
  • Ensuring completed examinations are returned to professors upon their delivery from a member of the Access Service staff
  • Reporting any examination discrepancies to the Access Service and to the professor

If you have questions or comments, please contact the Access Service by email at adapt@uOttawa.ca or by telephone at 613-562-5976.

Medical Information for Mental Health Conditions

Under the Ontario Human Rights Code, students are not required to disclose their mental health diagnosis in order to access academic accommodations; however, students who want to disclose their diagnosis to their learning specialist may do so.

Please note that a diagnosis is required to access certain financial aid programs for students with disabilities.

Confidentiality

All medical documentation provided remains confidential. It is stored in our student management system (Ventus), which is hosted on a secure server. Once academic accommodations for a student are established, the Access Service allows professors to access to the Confirmation of Academic Accommodation letter (CAM letter). The CAM letter outlines exclusively the academic accommodations established for a student—no diagnosis is disclosed.

Medical information is protected under the Freedom of Information and Protection of Privacy Act, as well as under the University of Ottawa’s Student Record Policy 14a.

Registering with the Access Service and receiving academic accommodations will not appear on official University of Ottawa documents such as test results, academic transcripts, or university degrees.

We are all obligated to protect student confidentiality. We therefore appreciate professors’ cooperation in refraining from identifying students registered with the Access Service in class.

Guide for Professors: Minimizing the Impact of Learning Obstacles

The guide entitled Minimizing the Impact of Learning Obstacles: A Guide for Professors describes the strategies and academic accommodations that you can apply to create an inclusive academic environment and help alleviate the different challenges faced by students with disabilities. It also presents the University of Ottawa’s Policy on Accessibility under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA, 2005), as well as professors’ rights and responsibilities under the Human Rights Code.

If you have questions or comments, please contact the Access Service by email at adapt@uOttawa.ca or by telephone at 613-562-5976.

Hours of operation

Monday 9:00am - 4:30pm
Tuesday 9:00am - 4:30pm
Wednesday 9:00am - 4:30pm
Thursday 9:00am - 4:30pm
Friday 9:00am - 4:30pm
Saturday Closed
Sunday Closed

 

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