Procedure 2.06.01

Part 1. Purpose

This procedure establishes the processes for students requesting accommodations and provides information related to these processes.

The President or designee is responsible for the implementation of this policy, but delegates to the Vice President of Student Affairs the administration of this policy including associated audits, training, moderation of processes, and collaboration with appropriate departments for the development of resources.

Part 2. Definitions

Relevant definitions for this procedure are established in College Policy 2.06 Student Accommodations and below in this Part.

Accessibility Resource Center (ARC): The Minneapolis College office is designated to work with students who have identified themselves as having a disability, and determines and facilitates reasonable and appropriate accommodations for those students.

Accessibility Specialist: Accessibility Specialists are college staff within the ARC who meet with students to receive requests for accommodations and determine whether accommodations criteria are met.

Letter of Accommodation: Sometimes referred to as an Accommodation Notification or Notification of Accommodation letter, is the accommodations documentation necessary when the accommodations need to be implemented by instructors/faculty.

Part 3. Determining Reasonable Student Accommodations.

Students who encounter accessibility barriers or identify themselves as having a disability that impacts their experience at the College should meet with an Accessibility Specialist. During the meeting, students need to identify accessibility barriers and how the program, service, or activity at Minneapolis College creates these barriers and limits their access to the program, service, or activity. Through this process, students will jointly explore options with ARC staff to minimize or remove barriers. These options may include:

• Connecting students to appropriate resources on or off campus,
• Coaching students on how to work through challenges,
• Building advocacy skills,
• Encouraging independence and growth, and
• Determining reasonable accommodations to ensure the student can access the program, service, or activity.

As part of the interactive process of creating an accessible campus, students may present identified needs for accommodations. Accommodations are determined on a case-by-case basis and must be designed to address identified barriers. An accommodation is not reasonable if it results in undue burden or hardship for Minneapolis College or if it results in a fundamental alteration or compromises the essential elements of an academic standard. 
If, an accommodation is approved that will need instructor/faculty involvement:

• The student identifies which of their instructors /faculty that term they would like the letter of accommodation to be shared with, and
• The Accessibility Specialist or designated staff member will email an approved letter of accommodation to the instructors/faculty identified by the student, the respective instructors/faculty’s Dean, and the student.

Reasonable accommodations are implemented after ARC staff identify barriers and determine the accommodations. Reasonable accommodations are not applied retroactively.

All students must meet the same academic requirements at Minneapolis College.

Subpart A. Third-Party Documentation.

The student is responsible for procuring third-party documentation of the condition or circumstances. The ARC will ensure any content received or generated is kept private in accordance with the Family Educational Rights and Privacy Act (FERPA) and shared with college personnel who have a legitimate educational interest.

Subpart B. Accommodation Limitations Under the Americans with Disabilities Act.

In accordance with the Americans with Disabilities Act (ADA), accommodations will not be provided for personal devices or services even though the individual may be a qualified individual with a disability, or that would result in a fundamental alteration in the nature of a service, program or activity; or that would result in undue financial or administrative burdens.

Subpart C. Student Accommodations Must be Renewed Each Semester.

If a student has received accommodations, they must renew those accommodations with the ARC each semester they attend the College. Notifying instructors/faculty identified by the student will follow the same process described at the beginning of Part 3 above.

Part 4: Implementation and Use of Approved Accommodations

Subpart A. Responsibilities of the Accessibility Resource Center (ARC)

The ARC at Minneapolis College will write individualized letters of accommodation/notice of accommodation for the respective student and email them to the instructors/faculty identified by the student for that semester. The letter of accommodation/accommodation notification will state the approved reasonable accommodations for the student as determined by ARC staff.

Subpart B. Responsibilities of the Student

Students must request reasonable accommodations through the ARC if they want them. Students must also renew their request for accommodations each following semester.

Students are responsible for contacting the ARC if reasonable accommodations are not implemented in an effective or timely way. The ARC will work with college personnel and students to resolve disagreements regarding approved accommodations. Students should follow the College Policy 4.10 Student Complaints and Grievance Policy if they have not received timely and appropriate service from the ARC.​

Subpart C. Responsibilities of Instructors/Faculty

Instructors/Faculty are expected to comply with any approved accommodations in a fair, non-judgmental, and timely manner; and to maintain the student's right to privacy regarding any accommodations.

Instructors/Faculty are invited to contact the ARC with concerns or questions about the accommodations. Instructors/Faculty are not expected to compromise essential elements of the course or evaluation standards and need to contact the ARC if this concern arises.

Part 5. Appeals of a Determination of Accommodations

A student may elect to file an appeal in writing to the Dean of Students to challenge the denial of an accommodation.

• The Dean of Students (or designee) shall afford the student a full and fair opportunity to present evidence in support of the challenge. A person of their choosing can assist the student.
• The hearing shall be held within a reasonable period, not to exceed thirty (30) calendar days under normal circumstances, after the institution has received the request, and the student shall be given notice of the date, place, and time reasonably in advance of the hearing. The student is required to attend the hearing.
• The Dean of Students (or designee) shall render a decision within a reasonable time after the hearing, not to exceed thirty (30) calendar days, and inform the student in writing of the outcome.
• The decision shall be based solely upon the evidence presented at the hearing. This decision shall include a summary of the evidence and the reasons for the decision.
• If the Dean of Students (or designee) decides that an accommodation is appropriate, the ARC record will be changed and the process for the letter of accommodation will occur.
• If the Dean of Students (or designee) decides that the denied accommodation is correct, the denial will be upheld. There is no further right to appeal. The Dean of Students (or designee) decision is final and binding.

Owner(s) Title: Vice President of Student Affairs

Date of Adoption: Not Documented

Date of Implementation (if different from adoption date): N/A

Date of Last Review: 7/31/2024 (Comprehensive Review)

History and Subject of Revisions: 7/31/2024 (Comprehensive Review: Substantial revisions across all accessibility and accommodations policies and procedures to align them and ensure cohesion. Updated Purpose. Moved content to accommodations and accessibility statement in 2.05. Updated definitions including adding the definition for Letter of Accommodations. Updated Part 3. Determination of Reasonable Accommodations process for clarity and accuracy with current practice after moving content from 2.06—this included revising wording, adding information about each step, adding subparts to clarify different stages, as well as structural and grammatical updates. Updated Implementation section with additional information on the responsibilities of different entities. Appeals process clarified.), 11/7/2018

Regulatory Authority (e.g. Minnesota State policy, federal or state law): Minn State Board Policy 1B.4 Access and Accommodation for Individuals with Disabilities​; ADA Title II Regulations; Section 504 of the Rehabilitation Act of 1973​; Federal definition of disability § 35.108