Office of Accessibility Resources Registration Agreement and Policies

Disability Services Registration Agreement

1. I understand that I am registering for services from the Disability Services office at Carleton College and that I may be eligible for services such as information, referral, reasonable accommodations and/or other individualized services that may be needed for access to Carleton College courses, activities, programs, services, employment, or facilities.
   • I understand that Carleton College needs information about health or disability impacts to provide services and to conduct reporting and research functions. These data are classified by condition and do not include personally identifiable information.
   • I understand that as a user of the Disability Services office, I am responsible for reviewing the rights and responsibilities pertaining to disability access as described in the Disability Services Information Packet.
   • I understand that the Disability Services office employs an interactive process to determine eligibility for services and potential accommodations, and foremost in this process is a thorough self-report of personal impact. However, I also understand that services or accommodations are best identified when the Disability Services staff is able to review current impact information described by a licensed service provider who is qualified to describe or diagnose a disability or significant medical condition. Documentation regarding a disability and the disability related impairments or barriers faced by the student must be current and dated within the last three years.
   • If testing with accommodations, I understand that I must arrange accommodated testing no fewer than 2 school days in advance of the exam or quiz. Accommodated testing is arranged through the links on the Disability Services webpage. Failure to arrange for the accommodated testing at least 2 school days in advance may result in not being able to have accommodated testing for that specific exam or quiz. I understand the exam/quiz time begins at the time scheduled; the exam/quiz will be terminated at the completion of the approved extended time accommodation. Any variance or adjustment to this must be approved by the Disability Services Assistant Director or Director.
   If I am approved to receive notes as an accommodation need from a peer in class or my instructor, I understand that I must maintain regular class attendance to continue receiving notes. If my attendance is reported by the instructor as having excessive tardiness or absences, I will no longer be eligible for notes provided by a class peer or the instructor.
2. I understand that I need to provide a copy of my approved accommodation(s) each term to my instructors and have a conversation with each of the instructors for my courses regarding my accommodation needs. Accommodations are effective from the date the faculty member receives the letter of accommodations from the student and are good only during the term approved. Students submit the approved accommodations by clicking Notify Faculty of Accommodations on the Carleton College Disability Services webpage.
3. I understand that if I request the Disability Services office to facilitate accommodations on my behalf, they may need to consult with other Carleton College personnel and may share information about the impacts of my condition as necessary.
4. I understand that I may appeal the determination of the Office of Disability Services regarding approved accommodations. The appeal procedures are listed under the Grievance Procedure tab. While many concerns can be handled directly with the Disability Services staff, a formal appeal can be filed with the Dean of Students and must be made in writing within 30 days of being notified of the approved accommodations.
5. I understand the Disability Services Registration Agreement, and agree that I am responsible for following its provisions.

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Disability Services Confidentiality and Release of Information Policies

The Disability Services office collects information to assist in determining reasonable accommodations for students of Carleton College and is committed to following legal guidance in maintaining and protecting the confidentiality of this information. The information may include biographical history, health or disability information, assessment data, grades, performance reviews, and case notes. The intent of this document is to inform you of the Disability Services office policies with regard to confidentiality and the release of this information. These policies incorporate relevant state and federal regulations, guidelines established by relevant professional associations, and Carleton College policies on managing personal information.

1. Only Disability Services staff has automatic access to files. Any information gathered to determine the existence of a disability and reasonable accommodations will be considered highly confidential and will be shared with others within the institution on a need-to-know basis only. For example, Carleton College faculty and staff do not need access to diagnostic information regarding an individual's health or disability condition in most cases. However, they may need to know an individual’s functional limitations and what accommodations are necessary/appropriate to meet the individual’s disability/health-related needs. All health/disability-related information will be sent to and filed with the Disability Services office in order to protect confidentiality by limiting access to that information.
2. If a grievance is filed by a student regarding disability needs, accommodations, or discrimination, the individuals receiving the grievance and making a decision about a grievance would be provided access to documentation and communication from and about the student because of their need to know at that time.
3. Information in files will not be released except in accordance with federal and state law, which require release in circumstances in which an individual:
   • states they intend to harm themselves or another person(s);
   • reports or describes any physical abuse, neglect, or sexual abuse of children or vulnerable adults within the last three years (this includes the occurrence of abuse or neglect to the individual if they were under age 18 at the time of the abuse);
   • reports the use of an illegal drug for non-medical purpose during pregnancy; or
   • reports or describes sexual exploitation by counseling or health-care professionals.
4. An individual’s file may be required to be released in response to a court order or subpoena.
5. An individual may give written authorization for the release of information when they wish to share it with others. Before giving such authorization, the individual should satisfy themselves that the information is necessary to share, that they understand the contents of the information being released, and that providing this information is in their best interest.
6. The Disability Services office may charge a reasonable fee for costs incurred related to release of information.
7. The Disability Services office will retain a copy of all information provided. If an individual wishes to have a record expunged, they must make a written request to the Director, who will make a decision whether it is necessary for the Disability Services office to retain the record.
8. The Disability Services office may communicate or share health/disability information on a need-to-know basis as necessary to provide reasonable accommodations.

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Rights & Responsibilities of People with Disabilities Regarding Access to Carleton College

You have the right to:

• an equitable opportunity to participate in and benefit from courses, programs, services and activities offered through Carleton College;
• an equitable opportunity to work and to learn, and to receive reasonable accommodations, academic adjustments and/or auxiliary aids and services;
• appropriate confidentiality of all information regarding their disability/health condition and to choose to whom, outside of Carleton College, information about their disability will be disclosed, except as required/permitted by law;
• information reasonably available in accessible formats.

You have the responsibility to:

• meet qualifications and maintain essential institutional standards for employment, courses, services and activities;
• self-identify as an individual with a disability/health condition in a timely manner when an accommodation is needed, and seek information, counsel and assistance as necessary;
• provide documentation from an appropriate professional which describes how the health condition or disability impacts their participation in employment, courses, programs, services or activities;
• abide by the Carleton College Student Conduct: Expectations, Rules, and Regulations available at the Campus Handbook website.

Rights & Responsibilities of Carleton College Regarding Disability Access

Carleton has the right to:

• evaluate students, and identify and establish essential functions, abilities, skills and knowledge for their courses, programs, services and activities;
• request and receive, through the Disability Services office, current documentation that supports requests for reasonable accommodations, academic adjustments and/or auxiliary services;
• deny a request for reasonable accommodations, academic adjustments and/or auxiliary services if the documentation demonstrates that they are not warranted or if the individual fails to provide appropriate documentation;
• select among equally effective reasonable accommodations, adjustments and/or auxiliary services;
• refuse an unreasonable accommodation, adjustment and/or auxiliary services or one that imposes an undue hardship or fundamental alteration on a program or activity of the college. Accommodations are appropriate when they address disability-related barriers and provide needed access. Accommodations are reasonable when they meet these four criteria:
  1. Do not compromise essential requirement of a course, program, job, activity or facility.
  2. Do not cause undue administrative or financial hardship.
  3. Do not compromise safety of the student or others.
  4. Do not fundamentally alter the course or program.

Carleton has the responsibility to:

• provide information in accessible formats to students with disabilities upon request;
• ensure that courses, programs, services and activities, when viewed in their entirety, are available and usable as broadly as possible;
• provide or arrange reasonable accommodations, academic adjustments and/or auxiliary services in a timely manner for students with disabilities in employment, courses, programs, services, facilities and activities;
• maintain appropriate confidentiality of records and communication, except as permitted/required by law.

Grievance Process

If a student would like to address concerns about disability access, they can follow the process outlined below. Note that appeals regarding disagreements about approved accommodations, housing or meal plan accommodations, physical education accommodations, or foreign language waiver/exemption decisions must be made in writing to the Dean of Students within 30 days from the date of the accommodation decision being shared with the student.

1. Discuss concerns directly with the Disability Services staff if possible. Staff can be reached by calling or emailing Samantha Thayer, Director, at 507-222-5250 (sthayer@carleton.edu).
2. If concerns persist, students may submit a grievance in writing which will be reviewed by the members of the Disability Grievance Review Board.
3. If a student believes they have been discriminated against because of disability and is not in agreement with the response from the Disability Grievance Review Board, the student is directed to contact Carolyn Livingston, Vice President for Student Life and Dean of Students, ADA Coordinator 507-222-4248 (clivingston@carleton.edu). Students retain the right to file a complaint with the Office of Civil Rights if they believe they have experienced discrimination on the basis of disability regardless of whether or not they have utilized the internal grievance procedures at Carleton.

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