Academic Accommodation Process

Academic Accommodation Process

The Academic Accommodations 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.

We take 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 Academic Accommodations Service, the students, the professors, and the academic units. The parties involved cooperatively engage in the process.

Responsibilities

The Academic Accommodations 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 Academic Accommodations Service
  • Providing the Academic Accommodations Service with the necessary medical documentation in accordance with the Required Documentation Grid
  • Attending their initial appointment with the Academic Accommodations Service, as well as their follow-up appointments
  • Adhering to the University of Ottawa’s and the Academic Accommodations 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 Academic Accommodations 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 Academic Accommodations 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 Academic Accommodations Service staff.
  • Reporting any examination discrepancies to the SAcademic Accommodations Service and to the professor

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


General Process

To receive accommodation, a student must register with the Academic Accommodations Service. To do so, a student must submit a documented assessment of their disability delivered by a registered medical practitioner, through their Ventus account. The medical practitioner performs an in-depth and thorough evaluation and generates a formal recommendation on the type of adaptive measures best suited for the student’s needs.

Along with the student’s intake form on Ventus, the documentation is reviewed by one of our highly trained Learning Specialists, who puts in place an accommodation plan. Not all the medical professional’s accommodation recommendations are accepted. Each accommodation is evaluated and only put in place when it meets the course academic requirements and upholds the University’s academic integrity standards.

Please note that only Academic Accommodations Service can provide accommodations for students, therefore professors receiving requests directly from students must direct them to Academic Accommodations Service.


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 Academic Accommodations 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 Academic Accommodations 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 Academic Accommodations 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 SASS - Academic Accommodation by email at adapt@uOttawa.ca or by telephone at 613-562-5976.

Hours of operation

September 3 to May 31

Monday 9 a.m. - 4:30 p.m.
Tuesday 9 a.m. - 4:30 p.m.
Wednesday 9 a.m. - 4:30 p.m.
Thursday 9 a.m. - 4:30 p.m.
Friday 9 a.m. - 4:30 p.m.
Saturday Closed
Sunday Closed

June 1 to August 31

Monday 9 a.m. - 3:30 p.m.
Tuesday 9 a.m. - 3:30 p.m.
Wednesday 9 a.m. - 3:30 p.m.
Thursday 9 a.m. - 3:30 p.m.
Friday 9 a.m. - 3:30 p.m.
Saturday Closed
Sunday Closed
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