Procedures for Providing Services to Students with Disabilities
- GENERAL INFORMATION
Definition of Disability
Per the Americans With Disabilities Act of 1990, as amended (ADAAA) , a person with a disability is defined as an individual with a mental or physical condition that substantially limits one or more major life activities such as caring for oneself, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating, and working. This also includes limitations due to major bodily functions. Major bodily functions are defined as, but not limited to, functions of the immune system, normal cell growth, digestive, bowel, bladder, neurological, brain, respiratory, circulatory, endocrine, and reproductive functions.
Equally Effective Communication and Equal Access
The Right to Succeed: Atlantic Cape Community College believes that all students are entitled to an equal opportunity to succeed academically.
A college student with one or more disabilities has the right to equal access to educational opportunity, and equally effective communication. This right is provided under the Rehabilitation Act of 1973, As Amended and the Americans with Disabilities Act of 1990, As Amended. In some cases, in order to have equal access or equally effective communication, the student may need reasonable accommodations or auxiliary aids in the classroom and other areas of the campus. For purposes of this policy, both reasonable accommodations/modifications and auxiliary aids are referred to as “accommodations”
Eligibility
It is the responsibility of the student with a disability to self-identify and to request accommodations and/or auxiliary aids necessary to receive equal access to the College’s program, activities, and services. Students who self-identify will be referred to the Center for Accessibility. Eligibility for student accommodations is based on medical and/or other professional documentation of disability provided by the student that specifically outlines the impact the disability has on the students’ access to their education. For questions regarding documentation parameters, contact the Center for Accessibility (CFA) via phone at (609) 343-5680, email at cfa@atlanticcape.edu or stop in the Center for Accessibility office on the Mays Landing campus, J123. Please note this is an individualized process, and will vary based on student needs.
Provision of Accommodations
The process for receiving accommodations is as follows
- Submit medical and/or other professional documentation to the Center for Accessibility: To start the accommodation process, students must submit medical and/or other professional documentation that specifically outlines the impact the disability has on the students’ access to their education. Recommended documentation includes Individual Education Plans (IEPs), 504 Documents, and/or a letter from a 3rd party provider. The documentation must include:
- Credentials of the Evaluator: The letter must come from a qualified practitioner who is not a family member of the student. It must be printed on letterhead and include date, name, credentials, licensing, area of specialization, address and contact information and signature.
- Description of current symptoms and functional limitations: The student's functional impact should be discussed, focusing on the ways in which their condition limits a major life activity and may affect their functioning in a post-secondary institution. Note that relative impairments or weaknesses, while clinically meaningful, may not necessarily require accommodations.
- Recommendations for accommodations: Accommodations are determined based on the student's current functional limitation(s) that result from the impairment, along with the demands of the task and the setting. They should logically relate to the functional limitations and include a clear rationale for each accommodation. Please note that the College is not obligated to adopt recommendations for accommodations made by outside third parties.
Students can submit documentation to cfa@atlanticcape.edu or they can drop it off at the Center for Accessibility Office on the Mays Landing campus, J123.
- Documentation Review: Once a student submits their documentation, it will be reviewed by Center for Accessibility staff. After the documentation review is complete, the student will be contacted via their school issued Buccaneer email regarding their next steps. The student’s next steps can be one of two options:
- Accommodation(s) Approved: When a student’s request for accommodation(s) has been approved, the student will be required to schedule an intake meeting with their assigned CFA counselor to finalize the process for receiving accommodation(s). This meeting can be done in-person or virtually.
- More Information Needed: When a student’s request for accommodation(s) cannot be approved due to insufficient documentation, the student will be notified via their Buccaneer email. The email will specifically outline the additional documentation or information needed and the rationale for this determination. Once the student resubmits their documentation with the requested information, they will be prompted to schedule an intake with their assigned CFA counselor.
- Attend an intake meeting: The function of the intake meeting is to review with the student the policies, procedures, and resources related to Center for Accessibility and the college at large. Ideally, this meeting would take place soon after the students’ accommodations are approved. The intake can take place either in-person or remotely. The student will meet with their assigned CFA counselor or the Assistant Director, if needed.
Areas of Responsibility for Providing Accommodations
The Center for Accessibility (CFA) does not have the sole responsibility for providing accommodation(s) for students with disabilities. Rather, it is the function of this office to assist and enable all areas of the college to meet their mandated responsibilities related to accessibility compliance. Recommendations for services will be developed in consultation with the appropriate faculty, staff, administrators, and students.
Faculty are requested to inform students about services available to them through the CFA
Atlantic Cape Community College is committed to ensuring that all accommodations are implemented in a timely manner under the supervision of the Center for Accessibility.
- RIGHTS & RESPONSIBILITIES
Students Responsibilities
It is the student's responsibility to self-disclose their disability to the Center for Accessibility in order for accommodation(s) to be provided in a timely manner. It is also the student's responsibility to provide the appropriate documentation supporting their request for accommodation(s).
A student who disagrees with the determination of a request for accommodation(s) has the right to dispute this determination to the ADA/504 Coordinator.
Students are responsible for notifying the CFA if they have any problems or difficulties regarding approved accommodation(s).
The decision to request and or utilize accommodations is solely the decision of the individual student.
Faculty Members' Responsibilities
If eligible, students must provide faculty with a Center for Accessibility Accommodation Letter. The Accommodation Letter lists the accommodations the student is eligible for and includes some guidance related to accommodation procedures. It is recommended that the student sends their letter to faculty via email. Students do have the option to print the letter and hand it to faculty if they choose to do so. Accommodations for the semester start once faculty receives the letter. Accommodations cannot be applied retroactively.
Additional accommodation(s) can be requested at any time, and may not be enumerated in the initial Accommodation Letter. In this circumstance, students are required to submit an updated Accommodation Letter to faculty. Once faculty receives this updated letter, the student can then utilize their updated accommodation(s).
The nature of the accommodation must not fundamentally alter essential course content or essential requirements for satisfactory course completion.
A faculty member who disagrees with an accommodation recommended by the Center for Accessibility must provide the accommodation until the disagreement is resolved. Faculty should contact CFA immediately to discuss the disagreement.
The faculty member will be notified by the CFA if a student expresses concern about the manner in which an accommodation is administered. Concerns will be mitigated in consultation with the student, faculty, and CFA.
When a student, who is eligible to use the Testing Center for tests/quizzes, requests to utilize this accommodation, please follow the Testing Center’s faculty protocols regarding scheduling.
Be advised that the Atlantic Cape Community College Center for Accessibility is the main point of contact for issues related to ADAAA Compliance for all faculty members serving students. CFA can be reached at: cfa@atlanticcape.edu and/or (609) 343-5680
If a student makes a disability related complaint or request to any faculty member, the Assistant Director of the Center for Accessibility must be contacted IMMEDIATELY to ensure an appropriate and timely resolution.
It is the responsibility of the faculty to ensure that all classroom materials are made accessible to students with disabilities. The CFA will offer assistance if faculty are unable to make any class material accessible. Please contact the CFA Senior Manager Digital Accessibility at cfa@atlanticcape.edu with any concerns.
Faculty members are required to attend accessibility training on the creation of accessible materials. These are offered several times a semester both in-person and as a webinar. Click here for the schedule.
Center for Accessibility Rights and Responsibilities
The CFA ensures that no qualified individual with a disability shall be excluded from or denied the benefit of any service, program, or activity at Atlantic Cape Community College.
The CFA will provide trainings (in person or/and remote) each semester to faculty and staff on Atlantic Cape’s accessible technology policy, common technological accessibility barriers, accepted accessibility standards, and the creation of accessible materials for students. The schedule is posted on the college website. Additionally, the CFA is available to assist with questions related to the accessibility of materials.
The CFA will respond to any and all requests for reasonable accommodations in a timely manner at any time throughout the semester.
The CFA will provide ongoing trainings to students on the use of assistive technology and accommodations. Trainings can also include an overview of the CFA, the responsibilities of the ADA/504 Coordinator, Atlantic Cape’s accessible technology policy, and, Atlantic Cape’s grievance policy and procedures. This schedule will be posted on the CFA website.
The CFA acts as the liaison between CFA students and faculty
III. GUIDELINES FOR ACCOMMODATIONS
Electronic & Information Technology
In accordance with the Americans with Disabilities Act of 1990, As Amended and Section 504 of the Rehabilitation Act of 1973, As Amended, Atlantic Cape Community College is committed to ensuring all electronic and information technologies (EIT) are fully accessible to students with disabilities. This includes but is not limited to those with visual, auditory and/or manual impairments and/or students who require the use of assistive technologies to access course content. No qualified individual with a disability will be denied participation in, and/or the benefits of EIT at Atlantic Cape Community College.
The CFA will ensure that all electronic technology purchased, licensed, or deployed to students is accessible to students with disabilities, particularly those with visual, auditory and/or manual impairments. In addition, every effort will be made to ensure that all acquired web based EIT is in compliance with WCAG 2.2 AA standards. Please contact cfa@atlanticcape.edu, (609) 343-5680, or stop by the CFA with questions and/or concerns.
Extended time for tests and examinations:
The student, in conjunction with faculty and Testing Center personnel, are responsible for scheduling their exam with the Testing Center at least 5 days in advance of the exam.
Extended time on tests/quizzes (duration to be determined at time of intake based on provided student documentation) may be proctored by someone designated by the Assistant Director of the Center for Accessibility, in consultation with the Director of the Testing Center at the specific campus where the test is to be taken, or by the faculty member giving the exam.
Every effort will be made to ensure the student is able to take the test at the same date and time as their peers.
Under no circumstances are students to transport their tests and/or examinations to the Testing Center. It is faculty responsibility to ensure the Testing Center has the exam before the test date. Security of the test materials is then provided by the Testing Center staff. The faculty member may pick up the test or arrange for delivery under secure conditions.
Proctors who act as scribes and/or readers for CFA students will read test items exactly as given. Proctor readers will not provide additional information, interpretation, or definitions.
Tests will be administered in accordance with written instructions from the instructor.
Instructors are responsible for ensuring that students are provided the same information and guidance as their peers regarding the exam.
Extended Time for Written Assignments
If eligible for the accommodation, students can request extended time on assignments. The student must request this accommodation from faculty prior to the assignment due date and work with the faculty member to determine an extension that meets both the student's and faculty's needs. If a student has this accommodation, faculty is required to give an extension. If the faculty and student cannot come to an agreement, CFA will meet with both the student and faculty to mediate.
Audio Recording of Class Lectures
Permitted for each student who has been given the accommodation by the CFA. Students who would like to utilize the college’s audio recording equipment are required to complete an Adaptive Technology Equipment Contract with the Center for Accessibility prior to receiving the device. This document includes the CFA’s expectations regarding proper use and care of the equipment, the return policy, and Acceptable Use requirements regarding the recorded materials.
Note Takers
To be provided for students who, because of disabilities, need assistance with taking lecture notes during class sessions. This need must be specifically defined in the documentation provided by the student. Note takers are not required to attend class and take notes when it is known that the student receiving this service will be absent for any reason. Note taking software and assistive technologies that specifically assist in note taking are available to all CFA students with this approved accommodation.
Sign Language Interpreters
Students who qualify for this service should inform the CFA that they plan on utilizing Interpreting Services. They will coordinate any interpreting services needed directly with the interpreting staff through the ASL Interpreter Access Request Form, found on the CFA website. Students are responsible for contacting the Interpreters much in advance as possible when the student will not be attending class.
Aides/Personal Assistants
The College does not provide Personal Aides or Assistants. It does not provide services of a personal nature, which include assistance in transporting, eating, toilet usage, and dressing, etc. If students have questions on how to obtain a personal care attendant, the CFA will provide pertinent referral information.
Specialized Equipment
The College does not provide personal devices, such as wheelchairs, or individually prescribed devices, such as hearing aids. For information on modified or specialized equipment available at the college, please contact the Center for Accessibility.
Building and Room Location
When necessary, classes may be moved to an accessible location to accommodate a student with impaired mobility, or under documented special circumstances. This determination shall be made, by the Assistant Director of CFA. The Assistant Director will consult with the student, faculty member, and the head of the department for the specific course regarding the selection of an alternate location.
Course Substitution
Course substitution will be considered as a reasonable accommodation if supported by documentation and provided the substitution does not fundamentally alter the nature of the academic program in which the student is enrolled or excuse the student from courses that are integral to that program.
This decision shall be made by the Academic Dean of the Division of the student's major field in consultation with the student, appropriate faculty, the Assistant Director of CFA, and/or the ADA/504 Coordinator.
Transportation
If a field trip is scheduled for a class in which a student with a disability is enrolled and transportation is provided by the college, the transportation will be accessible to individuals with disabilities.
Field trips and field experiences for courses that have enrolled students with disabilities must be made to accessible sites. If there is an insurmountable barrier to providing access to a site that is essential to the course or program, students with disabilities denied access must be provided an alternative educational experience that offers comparable and equal instructional benefits.
- DISPUTED REASONABLE ACCOMMODATION
If a student’s request for accommodation(s) cannot be approved due to insufficient documentation, the student will be notified via their Buccaneer email. The email will specifically outline the additional documentation or information needed. The rationale for this determination will also be provided. Students can schedule a meeting with CFA personnel to discuss alternative accommodations, reconsideration, and/or appeal of the determination.
- DISCRIMINATION AND HARASSMENT
Atlantic Cape Community College policies prohibit discrimination and harassment in its educational programs, activities or employment and admissions practices, as required under Section 504 of the Rehabilitation Act of 1973, As Amended and the Americans with Disabilities Act of 1990, As Amended (ADAAA. Inquiries regarding Section 504 and ADAAA compliance may be directed to the 504/ADA Coordinator.
Atlantic Cape Community College personnel are prohibited from denying any disabled student who is otherwise qualified, with or without reasonable academic adjustments, auxiliary aids, and modifications, from participation in any program, service, or activity.
Atlantic Cape Community College will ensure that all opportunities afforded to students are afforded equally to students with disabilities, consistent with the requirements of ADAAA and Section 504.
- LEGAL COMPLIANCE
The 504/ADA Coordinator of the college will be responsible for legal compliance and investigation of grievances for students with disabilities. In the event of a dispute regarding compliance with applicable laws, college policy, or the appropriateness of specific reasonable modifications/accommodations or auxiliary aids, the following procedure should be followed:
ADA/504 Grievance Procedure
If a student believes that he/she/they have been discriminated against and/or suffered harassment in connection with any Atlantic Cape Community College program or activity because of a disability, he/she/they have the right to submit a grievance to have their concerns formally addressed. No qualified student with a disability shall be denied the benefits of, excluded from participation in, or otherwise subjected to discrimination under any college program or activity. The procedures below apply to any discrimination and harassment by employees, students and/or third parties. Any form of retaliation against individuals who complain about discrimination and/or harassment, file grievances, or participate in the grievance process is strictly prohibited.
Grievances Covered
These grievance procedures are applicable to grievances arising from disagreements regarding requested accommodations, accessibility barriers to any Electronic and Information Technology used on campus, and/or other complaints alleging that Atlantic Cape Community College has violated applicable disability anti-discrimination law. It should be noted that nothing in these procedures shall be deemed to require Atlantic Cape Community College to fundamentally alter its programs by modifying or waiving academic requirements that are essential to a course of study, or materially altering applicable codes of conduct important to health or safety. Please note that all complaints and grievances must be filed within 180 calendar days of the alleged act, in writing or via audio recording. Additionally, The Center for Accessibility will self-report to the Atlantic Cape Community College’s ADA/504 Coordinator in the event that a complaint cannot be resolved within the CFA.
Informal Grievance Process
The complainant can file an informal grievance by first contacting the Assistant Director of CFA, who (acting directly or through a designee) shall attempt to resolve the matter through informal consultations with the complainant, the Dean of Students, and/or other appropriate administrators over a period not to exceed ten business days. If the resolution of any such complaint shall be documented by a statement signed by the student and Atlantic Cape that the complaint was resolved, and describing the manner in which it was resolved. If the complaint is not resolved to the complainant’s satisfaction in a timely manner, the student may initiate a formal grievance process as described below. Please note that the complainant has the right to file a formal grievance at any time. Furthermore, the CFA office will self-report any instance when a complaint cannot be resolved to the ADA/504 Coordinator within 2 business days; no written complaint by the affected student shall be required in such an instance.
Formal Complaint Process
An individual who believes that discrimination or harassment has occurred may file a formal grievance, whether or not the student had previously engaged in the informal process above. If accommodations are required to submit a complaint, The Center for Accessibility will provide accommodations. The formal complaint must include the following information:
A full description of the problem and any relevant facts;
If prior to filing a formal complaint, the complainant or anyone on his/her behalf took steps to resolve the problem, please provide a summary of the steps taken.”
A statement of the requested resolution and the complainant’s rationale for the requested accommodations;
Any supporting documentation; and
The name, contact information and signature of the person initiating the complaint.
The ADA/504 Coordinator may interview or consult with the complainant and any other individual the he/she believes to have relevant information, including faculty, staff, and students. Additionally, all interested parties have the opportunity to provide any relevant evidence including witnesses and documentation.
The ADA/504 Coordinator will provide the results of their investigation to the student, the CFA, and the individual(s) against whom the grievance was filed, and a proposed resolution, if any, within ten business days. Possible resolutions may include, but are not limited to, corrective steps and measures to provide reasonable accommodations or a determination that the complainant is not entitled to the accommodations requested. If discrimination is found to have occurred, appropriate corrective and remedial action will be taken. The ADA/504 Coordinator will promptly communicate the resolution to the complainant and the relevant department or other individuals in writing within two business days of the ruling. The decision of the ADA/504 Coordinator will be final and any actions taken in response will complete the grievance process. Regardless of the final result of the formal grievance process, all parties involved retain the right to file a complaint with the Department of Justice Civil Rights Division or any appropriate state or federal agency or in court.
To file an ADAAA complaint, visit https://www.ada.gov/file-a-complaint/. To file an ADAAA complaint, you may also send the information requested on the ADA.gov website to:
If you have questions about filing an ADAAA complaint, please call:
You may also mail this Complaint Form - PDF to:
Confidentiality
The complainant’s confidentiality shall be maintained by each person involved in the informal and/or formal investigation or resolution of a student grievance under this policy. Any disclosures regarding the complainant or the investigation, including any disclosures of clinical information provided by the student, shall be limited to the minimum necessary to accomplish the investigation or address the grievance with appropriate authorization. Upon the resolution of the complaint, all notes, correspondence and other documents relating to the grievance shall be transferred to the Center for Accessibility for storage in a confidential and secure manner.
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