DSS Guidelines

Introduction

East Carolina University is committed to providing equal access and opportunities for all individuals. Consistent with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA), the policy of ECU is that no qualified individual with a disability may be discriminated against on the basis of their disability. ECU is dedicated to fostering an accessible environment for everyone.

The Department of Disability Support Services (DSS) has the primary responsibility of ensuring students with disabilities have equitable access to all ECU programs, services, and activities of the university. Providing access to individuals with disabilities is a shared community responsibility, but DSS takes the lead to coordinate services and accommodations with students, faculty, and staff. The Department approaches this coordination in a collaborative manner that engages the ECU community as partners working to provide access and accommodations on an individualized basis. As a result, DSS is as much of a resource to faculty and staff as it is to students.

Assistive Technology (AT)

When appropriate and reasonable, access to assistive technologies is available. Students are expected to communicate their technology needs with DSS. Classroom and exam accommodations may include the use of technologies like electronic text, screen reader software (JAWS, NVDA), screen magnifiers (Zoom Text), dictation software (speech-to-text tools), notetaking tools (OneNote) and text-to-speech software (Read and Write) among others. AT varies widely and it is critical students approach DSS once they are aware of needs so that we have enough time to evaluate and coach students on appropriate options and resources. Additionally, AT for personal use is generally considered the sole financial responsibility of the student.

Alternative Formats and Electronic Text (E-Text)

Students with print related disabilities may request textbooks in an alternative format such as Braille, Large Print, or an electronic format compatible with screen readers or text-to-speech software. Students who require alternative format materials should complete the standard accommodation request process and be sure to request their required formats. Once approved as an accommodation, students will be coached to submit requests for alternative formats or e-text materials by completing the Electronic Text Request form.

Students are encouraged to submit their request form as soon as possible because it may take multiple weeks to obtain the accessible materials, which is dependent on the availability of the book and publisher response times. In the event an electronic version of text is unavailable, DSS will plan to purchase the book, cut the binding, and scan it into an appropriate format. This process is labor intensive and may delay materials. When manual scanning is required, DSS will make effort to provide the most urgent materials first, and work ahead of your scheduled reading requirements as soon as possible. As a result, we will ask for a copy of your syllabus in order to meet your needs in a timely manner. DSS will notify the student by email with instructions to access electronic versions of their textbooks once they are available.

Faculty Notification Letters

Once students are approved for academic accommodations, they will be coached on the process to implement accommodations, which includes communication expectations. Typically, students will need to notify their faculty of their accommodations by delivering Faculty Notification Letters through the Clockwork system. This must be done for each class the student wishes to use accommodations. Faculty are not aware of a student’s accommodations until the Faculty Notification Letter is delivered, and faculty are therefore not required to provide accommodations to students who have not presented this letter. Changes or additions to the accommodation letter will be considered on a case-by-case basis.

Grievance Processes

Any student having a grievance related to a disability is entitled to prompt and equitable resolution of his/her complaint.

Informal Grievance Process

An individual with a grievance or complaint is encouraged to make an appointment with the Director of DSS to discuss their concerns and explore resolution of the situation. A meeting can be scheduled by contacting the Director, Paul Harwell at harwellp24@ecu.edu or calling the office to schedule a meeting.

Formal Grievance Process

ECU has systems in place to receive and investigate discrimination and harassment complaints, as well as allegations of retaliation for filing or participating in these complaint processes.

If you feel that you have been harassed or discriminated against by a university employee or visitor based on one of the university’s protected classes outlined, or allege retaliation related to these complaints, you may fill out an online grievance reporting form, or you may contact the Equal Opportunity and Title IX office in the Department for People Operations, Success, and Opportunity by email at oed@ecu.edu or by phone at 252-328-6804.

Reasonable Adjustment Plans (RAP)

As stated in the undergraduate catalog, students are expected to punctually attend all lecture, laboratory sessions and field experiences in courses for which they are registered. Absences are counted from the first class meeting, and absences because of late registration will not be automatically excused. DSS does not issue official written excuses for absences. Additionally, students are expected to complete all assignments on time and in accordance with the due dates outlined by the syllabus.

Some students may have disabilities that can impact attendance and/or assignment deadlines due to their episodic nature. On a case-by-case basis, DSS may approve a “Reasonable Adjustment Plan (RAP)” accommodation. The purpose of this plan is to establish reasonable expectations for students when they miss elements of the course due to disability. DSS Staff use the information provided by students and faculty to establish realistic expectations and boundaries, and DSS will continue to be a resource for both faculty and students throughout the semester.

RAP Limitations

  • RAP is not an excused absence. Only the Dean of Students office can issue an official University Excused Absence, and only in specific circumstances.
  • RAP is not a blanket policy for all courses. Course objectives, activities, and attendance requirements are unique and must be adjusted on a course-by-course basis.
  • RAP is not intended to provide unlimited flexibility. It should not be expected that RAP will provide flexibility for absences spanning multiple weeks or be applicable to every assignment.
  • RAP is not designed to create a virtual course from a course that is offered in person.

RAP Procedures

  1. DSS emails students who are approved for the RAP approximately one week prior to the start of the semester.
  2. Students are expected to review the course syllabus for each class to determine if they need a course adjustment (i.e., courses that do not require attendance often do not require the creation of a RAP).
  3. If the student feels a course adjustment is needed based on course policies, the student will use the link in the email to initiate the request.
  4. Faculty will submit information about their course policies and flexibility.
  5. DSS reviews the information and may consult with the faculty and/or student as needed.
  6. DSS finalizes the RAP. A copy is sent to both the student and the instructor.
    • Once received, students should communicate any concerns with DSS within 2 business days of receipt of the RAP

Testing Accommodations

Disability Support Services offers two Testing Centers to support students and faculty with the administration of exams that require approved accommodations. Currently, the Main Campus Testing Center is located in Mendenhall room 110, and the Testing Center primarily for students and faculty on the Health Science Campus can be found in the HSC Student Center room 222.

Students are not required to use the DSS Testing Center, but it is available when needed. Students may schedule with DSS Testing by submitting a Test Booking Request Form in Clockwork. This form is located in the Clockwork Web Portal. There are time constraints for submitting Test Booking Requests, all requests should be submitted by the deadline established for both regular and final exams. Video instructions for how to enter a test request in Clockwork are available.

DSS Testing Services Policies:

  • Students are responsible for scheduling exams with accommodations in the DSS Testing Center or to make arrangements with their faculty.
  • Late requests for testing accommodations are at the discretion of the Testing Coordinator. Requests are due by 4:00 pm 3 business days prior to the test. All final exam requests must be submitted by the posted date each semester.
  • Testing arrangements made verbally between you and your instructors do not take the place of a completed request with DSS.
  • Students are generally expected to schedule their exams with accommodations to be administered at the same time as the rest of their class.
  • Students are expected to be on time for exams; if you are more than 30 minutes late from your scheduled time, DSS Testing staff will direct you to make arrangements with your instructor.
    • A student who misses an exam scheduled with DSS will be required to notify the faculty member.
    • DSS will not reschedule exams without the approval of the faculty. A student who is late for a scheduled exam must finish the exam in the time remaining.
    • Final exams will only be rescheduled in accordance with university policy.
  • Students are responsible for keeping track of their allotted exam time. When students have completed their test, it must be returned to the DSS Testing staff. If students are still working on their test when their time is expired, then they must turn in what is completed, whether they have finished or not. Answer sheets and scantrons are part of the test and should be completed before the end of the scheduled exam time. DSS Testing staff should not have to come and take the test from students.
  • Students are expected to take care of all personal issues prior to their test start time, which includes using the restroom, gathering materials for the test (scantron sheets, calculators, etc.), and reviewing notes.
  • Students should be mindful of the low distraction needs of other students and keep noises to a minimum, such as tapping or clicking pens and pencils, excessive fidgeting, reading aloud, etc.
  • Disposable ear plugs are available if needed, as well as over-the-ear noise cancelling headphones.
  • If DSS Testing staff suspect a student of cheating, such as having a cell phone, extra browsers open, notes that were not approved, extra materials, etc., then DSS will confirm what was approved by the faculty and approach the student to discreetly address the situation. Any suspected violations of academic integrity will be reported to the faculty and the Office of Rights and Responsibilities.
    • Testing rooms are under video surveillance.
  • If students have questions or concerns, they should contact DSS or the DSS Testing staff.