2010-2011 medical school handbook

August, 2010 Division of Student Affairs

THE GOLDMAN OFFICE OF

DISABILITY SERVICES

MEDICAL SCHOOL

STUDENT HANDBOOK

2010-2011

Center for Educational Resources and Counseling

First Floor, Science and Engineering Lab Complex

Phone: (504) 862-8433

Fax: (504) 862-8435

Website: http://tulane.edu/studentaffairs/erc/

http://tulane.edu/studentaffairs/erc/

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Welcome to Goldman Office of Disability Services at Tulane University

This guide was written to help graduate students and other interested individuals navigate the

policies and procedures of the Goldman Office of Disability Services. The Goldman Office of Disability Services (ODS), a part of Tulane University's Center for

Educational Resources and Counseling (ERC), is committed to providing equal access and a friendly

environment for students with disabilities. Through ODS, accommodations are offered to students with

registered disabilities. ODS functions as a facilitator with the student, instructors, staff members, and

other campus offices in order to insure that reasonable accommodations are available. ODS aims to be

supportive and approachable to those who use its services.

It is the policy and practice of Tulane University to comply with the Americans with Disabilities Act

(Pub. L. No. 101-336), Section 504 of the Rehabilitation Act of 1973 (Pub. L. No. 93-112, § 504, as

amended), and state and local requirements regarding individuals with disabilities. Under these laws, no

qualified individual with a disability shall be denied access to or participation in services, programs, and

activities of Tulane University. Through outreach and education, ODS promotes access and awareness to

all members of the University community.

Accommodations are provided to students with documented disabilities in order that these students

are viewed according to their abilities rather than their disabilities, ensuring a universally accessible

University experience. Our philosophy is one that promotes self-advocacy and self-awareness among

students with disabilities, helping to maximize their potential while developing and maintaining their

independence.

Table of Contents

Contact Information for the Goldman Office of Disability Services and Associated Offices 2

Rights and Responsibilities Regarding Students with Disabilities 3

Disability Accommodations Procedures for Medical School Students 6

Disability Documentation Flow Chart 8

Accommodation Definitions 9

The ODS Alternate Format Text Service 13

Overview of Section 504 and ADA 15

ADA and 504 Grievance Procedure for Tulane University Students 17

Other Services Available at the Center for Educational Resources and Counseling (ERC) 19

http://issuu.com/action/page?page=9









Tulane University The Goldman Office of Disability Services, ERC

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Contact Information for the Goldman Office of Disability Services and Associated Offices

For questions and concerns about disability policies, procedures, and any other disability issues, contact the

Office of Disability Services.

The Goldman Office of Disability Services

Educational Resources and Counseling

1st Floor, Science and Engineering Lab Complex

Tulane University

New Orleans, LA 70118-5698

Phone: (504) 862-8433

Confidential Fax: (504) 862-8435

Website: http://tulane.edu/studentaffairs/erc/

Patrick Randolph, MHS, LRC, Manager of Disability Services, at the ERC

Email: [email protected]

Lisa De Shazo, M.Ed., NCC, Accommodations Coordinator (coordinates all accommodations other than testing,

for example note taking services, scribes, readers, alternate format texts, etc.)


Myra Cummins, B.S., Interim Testing Accommodations Coordinator (coordinates the scheduling and proctoring

of special exams at ODS)


Jo Ellen St. Ann, Administrative Secretary


Other Contact Information

Dr. Marc Kahn, Senior Associate Dean for Admissions Tulane University Information Center

and Student Affairs Phone: (504) 862-8000

Phone: (504) 988-5331

Fax: (504) 988-6462


Dr. Jillandra Rovaris, Executive Director of the ERC Housing and Residence Life (HRL)

(supervises the Manager of Disability Services) Phone: (504) 865-5724

Phone: (504) 865-5113

Fax: (504) 862-8148


Deborah Love, JD, Office of Institutional Equity (504/Grievance Officer) Student Health Center

Phone: (504) 862-8083 Phone: (504) 865-5255

Fax: (504) 862-8220


Victoria Johnson, JD, General Counsel (university legal office) Public Safety Office of Traffic Control

Phone: (504) 865-5783 Phone: (504) 865-5424

Fax: (504) 865-5784



mailto:[email protected]









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Rights and Responsibilities Regarding Students with Disabilities

Understanding the rights and responsibilities of all parties involved in the accommodation of post-secondary

students with disabilities is of key importance. The list below includes the rights and responsibilities of the

University and its students with disabilities. These lists are not exhaustive, but do provide a good overview.

Additional information taken directly from the Americans with Disabilities Act and relevant legislation can

be found on pages 15 and 17.

Students with Disabilities

RIGHTS of Tulane University Students with Disabilities:

Meaningful access to services, programs, and activities of the University.

Expecting all disability-related information to be treated confidentially by all University faculty and staff.

Expecting ODS and faculty to make a good faith effort to provide appropriate accommodations in a timely

manner.

Having the opportunity to meet privately with faculty and ODS staff to discuss accommodations or other

disability-related concerns.

Appealing decisions regarding accommodations to the Office of Institutional Equity.

Reviewing their ODS file by appointment with ODS/ERC staff.

Exercising the rights available to all other students of Tulane University.

RESPONSIBILITIES of Tulane University Students with Disabilities:

Self-identifying, registering their disabilities, and making disability-related requests with the Office of

Disability Services (ODS) at the ERC in a timely manner.

Requesting specific accommodations that may be needed in writing.

Providing current, adequate documentation that substantiates their disabilities and shows the need for the

requested accommodations (see the ODS Guidelines for Documentation for more information).

Paying for any costs involved in obtaining missing or updated documentation

Participating in an interactive process between the student, faculty, administration, and ODS staff.

Meeting qualifications and maintaining essential University standards for courses, programs, and

activities.

Providing for their own personal, independent living needs (e.g. a personal assistant), personal

accommodations (e.g. private tutors, software for personal use), and individually prescribed auxiliary aids

(eyeglasses, hearing aids, wheelchairs).

Appropriately using accommodations by following the university policies and procedures (e.g. notifying

faculty of approved accommodations in an appropriate and timely manner using the ODS Course

Accommodation Form; notifying faculty and ODS in a timely manner if an accommodation is not being

provided completely or correctly; etc.).


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Goldman Office of Disability Services (ODS)

RIGHTS of Tulane University through the Goldman Office of Disability Services:

Requesting and receiving accommodation requests in writing from students initiating the disability

accommodation process.

Requesting and receiving current, substantial disability-related documentation (according to established

ODS documentation guidelines) from students who request accommodation.

Limiting access to disability-related information received or generated as determined by University policy

and applicable law; this is also a responsibility.

Denying unreasonable accommodations, adjustments, and/or auxiliary services if these are not supported

by documentation or impose undue hardship to, or fundamentally alter, a service, program, or activity of

the university.

Selecting among equally effective accommodations, adjustments, and/or auxiliary aids.

Expecting students and/or their representatives, faculty, and administration to work cooperatively to

facilitate the ODS registration and accommodation process.

RESPONSIBILITIES of Tulane University through the Goldman Office of Disability

Services:

Not discriminating against students with disabilities.

Making a good faith effort to facilitate and/or provide meaningful access to services, programs, and

activities of the University.

Identifying the responsible administrator (i.e. the Manager of Disability Services at the ERC).

Establishing and disseminating disability-related policies and procedures to the University community and

its constituents.

Responding to disability-related requests in a timely manner.

Following a deliberative, case-by-case process in responding to disability-related requests.

Maintaining the confidentiality of all disability-related information received or generated as determined by

University policy and applicable law; this is also a right.

Engendering self-awareness and self-advocacy in students with disabilities.

Providing a secure, monitored environment when administering accommodated exams to students with

testing accommodations.

Participating in the interactive process between the student, faculty, administration, and ODS staff.


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Faculty and Administrators

RIGHTS of Tulane University through Faculty and Administrators:

Identifying and establishing essential functions, abilities, skills, and knowledge of their courses and

evaluating all students on this basis; this is also a faculty member’s responsibility.

Requesting verification of a student’s eligibility for accommodations in the form of the ODS Course

Accommodation Form or other official ODS document.

Expecting the student to initiate accommodation requests, both initially (with the ODS Course

Accommodation Form) and throughout the semester (for individual exams, for example) in a timely

manner.

Expecting exams administered in ODS to be in a secure, monitored environment.

Receiving guidance from ODS staff regarding disability-related questions or concerns.

RESPONSIBILITIES of Tulane University through faculty:

Identifying and establishing essential functions, abilities, skills, and knowledge of their courses and

evaluating all students on this basis; this is also a faculty member’s right.

Providing disability-related accommodations only to students who are registered with ODS.

Using a syllabus statement and class announcement to invite students with disabilities to disclose their

needs to the appropriate party.

Maintaining availability through office hours or by appointment for students to discuss their disability-

related needs in a private setting.

Consulting with students regarding their disabilities but NOT asking the nature of the disability itself,

NOT requesting medical/psychological documentation directly from the student, and NOT restrictively

counseling a student because of a disability.

Maintaining the confidentiality of students with disabilities in the classroom as well as in handing any

disability-related correspondence (e.g. ODS Course Accommodation Forms).

Acting immediately and appropriately upon receiving a student’s ODS Course Accommodation Form,

including: signing the form, taking a copy of the form, and either providing the reasonable

accommodation(s) or contacting ODS for guidance.

With the help of ODS, assuring that course-related media (e.g. syllabi, textbooks, course packets, videos,

etc.) are available in alternate formats in timely manner.

Clearly communicating classroom and testing procedures to students with disabilities, including correctly

and completely filling out an ODS Exam Request Form, if applicable.

Contacting ODS in a timely manner if any disability-related questions or concerns arise.


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Disability Accommodation Procedures for Medical School Students

The early stages of the accommodation process are identical among the schools and colleges of Tulane

University; however, the method of implementing a student’s accommodation can differ. For instance, Law

students do NOT disclose their disability status or accommodations to their individual instructors; but instead

meet with the Law School Dean of Students who implements the accommodations. Social Work students meet

with a Dean of the School of Social Work and together work out with instructors how the accommodations will

be put into practice. Graduate students of the School and Science and Engineering often meet with their school’s

ODS liaison and then individually with their professors. Please be mindful of these variations, as relayed to you

during your meeting with ODS staff and your School’s ODS liaison.

1. The accommodation process can be lengthy; therefore, students are urged to contact ODS at the earliest

possible time. Current students should make an appointment with ODS staff at the ERC as soon as possible.

Prospective and transfer students should contact ODS as soon as possible after being admitted to Tulane

University, ideally several months before their first semester on campus. ODS is the only office on campus

that can grant official accommodations protected by the Americans with Disabilities Act (ADA) and

Section 504 of the Rehabilitation Act of 1973.

2. Fill out an Accommodation Request Form and a Confidentiality Statement. These can either be downloaded

from ODS’s website http://tulane.edu/studentaffairs/erc/ or be obtained in hard copy directly from ODS.

3. Send or bring in required documentation. Documentation must be substantial and current (i.e., usually

within the past 1 to 3 years, depending on the type of disability). Even if you have had a long-standing

disability diagnosis, ODS needs current documentation in order to determine the types of accommodations

you need at this point in time. Guidelines for the documentation of a disability are available in hard copy at

ODS and online at ODS’s website (see address listed under #2, above).

4. If the required documentation is not available, ODS staff will inform you in writing as to what is needed.

You are responsible for providing any needed documentation (e.g. missing, not current, supplementary,

etc.). You are responsible for paying for any costs involved in obtaining missing or updated documentation.

5. Once you have submitted all required documentation, ODS staff will review the documentation. Through a

deliberative process, each request is reviewed on an individual, case-by-case basis. ODS insures that each

accommodation granted is reasonable, appropriate, and based on a disability which substantially limits a

major life activity. Please note that accommodations offered by Tulane may not necessarily be the

same as those received in high school or at another college or university.

6. When the review process is complete, ODS will notify you of approved accommodations and will generate a

Course Accommodation Form (CAF) and a Dean’s Letter; this is assuming that the documents provided

verify a disability as defined by ADA/Section 504. The CAF and Dean’s Letters disclose that you are

officially registered with ODS and then describes which accommodations have been approved for you. To

complete the registration process, you must schedule an ODS intake appointment with a member of the

ODS staff.

7. After the intake appointment with an ODS staff member, you must meet with the ODS liaison for your

college/department. The name and contact information for your ODS liaison will be provided at your

intake. Failure to meet with the ODS liaison could cause an interruption or delay in the rendering of

accommodations.



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8. Accommodations do NOT apply retroactively. Accommodations apply to present and future, not past

events. If students neglect to follow the ODS registration process, fail to disclose their official ODS

accommodations to instructors, or do not discover that they have a disability until after an exam, paper or

other assignment, neither instructors nor the University are under any obligation to retroactively correct for

this.

9. Unless otherwise instructed by your college’s ODS liaison, you must request and pick up copies of the new

CAF each semester at ODS. Please pick up the CAF as soon as possible each semester, preferably before

or during the first two weeks of class. Forms given out by ODS within 14 days of the start of final exam

period will be accompanied by a cover sheet explaining that accommodations may or may not be rendered

at the instructor’s discretion due to administrative burden. To coordinate most classroom accommodations,

including the note taking and alternate text services, you must make an appointment with the ODS

Accommodations Coordinator each semester as well.

10. A copy of CAF’s or any ODS letters (e.g. note taker letters, letters of consideration, etc.) are kept on file at

ODS; remember, the academic dean's office is notified directly of the graduate student's accommodations.

11. You must give a copy of the CAF to each instructor of the classes for which you need accommodations. We

strongly recommend that you do this during the instructor’s office hours or by appointment. A copy of the

form should be given to your instructors within the first two weeks of class or, if you are first diagnosed

during the middle of a semester, as soon as possible after being granted accommodations. Instructors do

not have to provide accommodations if forms are given to them less than a week before a test or two

weeks before a final exam.

12. The instructor keeps one copy of the CAF and the student keeps the original copy. Both copies should be

signed and dated on the day the student first gives the instructor the form. The signatures and dates can be

an important protection for the instructor and/or the student.

13. When you have met all of your responsibilities in the accommodation process, both initially and throughout

each semester, providing the accommodations for disabilities is the responsibility of the entire university,

not just ODS.

14. If you encounter any difficulties obtaining your accommodations, or think that your accommodations may

need to be modified in some way, please contact ODS staff immediately. It is not appropriate to try to

change an accommodation with an instructor without involving ODS staff.


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DISABILITY DOCUMENTATION FLOW CHART

The student contacts (or is referred to) the Office of Disability Services at the ERC and fills out the Request for

Accommodations Form as well as the ODS Confidentiality Statement and delivers this to ODS. The student

also provides current, substantial documentation regarding their disability.

Through a deliberative process, ODS determines The student does not have disability documents, or

that the student has current, substantial disability through a deliberative process, ODS determines that

documents. documents provided are obsolete* or insubstantial.

The student is referred to get appropriate testing

and/or other documents (at student’s expense). The

student is given guidelines about the kind of testing

and/or other documents that are needed.

The student has additional test results and/or other

documents sent to ODS. Please note that this

process can take many weeks or months to

complete.

All documents are reviewed. If still incomplete,

additional documents are requested (repeat steps).

After careful review of all documents, a decision is

made about which (if any) accommodations the

student will be granted.

If accommodations are granted, ODS notifies the

student, creates a Course Accommodation Form,

and the student makes an intake appointment.

The student must meet with the ODS liaison for

their college/department. * Learning disability and ADHD testing may be considered obsolete if it was not done within the past 3 years, or since age 18. Documentation for psychiatric

Each semester, unless otherwise instructed, the and physical/medical disabilities must be updated annually.

student is responsible for picking up a new CAF Transfer students may not be required to update their

from ODS and giving a copy to instructors, ideally disability documentation if there is proof of accommodation

within the first two weeks of class. by the original college or university, and if the documentation meets ODS criteria. However, these documents will be reviewed as outlined above to determine reasonable

The student is responsible for making arrangements accommodations, which may not necessarily be the same as

with ODS staff, college liaisons, and/or instructors those received at another college or university.

for testing and other classroom accommodations.


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Accommodation Definitions

Below is a non-exhaustive list of definitions of the accommodations most commonly granted by ODS. The Course Accommodation Form lists the approved accommodations for a particular student. For the most part, ODS helps to facilitate these accommodations; however, some graduate programs coordinate the classroom accommodations without the help of ODS. Always check with your college’s ODS liaison to determine the proper procedure.

Testing Accommodations

Also see pages 13-16 for information on accommodated tests proctored by the ODS Testing Center in

the ERC. Extended Time - The student is given additional time to complete any in-class, graded assignment, such as a quiz, test, or exam. The amount of extended time is indicated by numerical reference of 1.5x, or 2x, etc. For example: 1.5x means that the student is allowed 1.5 times the amount of time students without disabilities are given to complete the exam. If an in-class test is scheduled for 50 minutes, a student with a disability with a 1.5x accommodation would be allowed an additional 25 minutes (or a total of 75 minutes) to complete the test. Distraction-Reduced Environment - The student is tested in an environment which minimizes distractions for the student. Each student has different levels of distractibility and different stimuli which may distract them. Instructors should discuss with the student the optimal settings in which the student will take the test. Typically, students need an environment which minimizes both auditory (e.g. copy machines, talking, other noises) and visual distractions (e.g. people walking in and out). A distraction-reduced environment does not necessitate the student's testing in a private room, nor does it mean that an environment is completely distraction-free. Enlarged Font Exams - Tests are enlarged to the font size indicated on the form to enable the student to see and understand the test material. Oral Testing - The instructor or appointed proctor tests the student orally for content and concepts which would have been on the written test. Reader - A person or computer software program reads the test (word for word) to the student. Scribe - A person records (verbatim) the answers provided by the student during a test. Assistive Technology - A variety of software, hardware and other devices are used to accommodate the student, for example, a scanner, Braille writer, large-screen computer, text magnifier, Zoom-text, JAWS, etc.

Classroom Accommodations Students granted classroom accommodations (except for tape-recorded lectures and priority seating) must meet with the ODS Accommodations Coordinator for an initial intake and again as early as possible, preferably before the start of each semester to facilitate these accommodations. Classroom Note Taker – Through a hired note taker, ODS provides a copy of the notes from each class to the student with this accommodation. Instructors may alternately choose to provide the student with a copy of his/her notes for the class. Please see pages 15 and 16 for detailed information on the policies and procedures regarding the note taking service. Please note, the delivery of notes or outlines before a class meets is not generally considered a reasonable accommodation


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Recorded Lectures - The student with this accommodation is allowed to tape-record lectures for later use in studying. Because some instructors consider their lectures intellectual property, this accommodation must be discussed thoroughly to determine each instructor’s individual policy. Alternate Format Texts - ODS can aid in the acquisition or creation of books, texts, and articles in enlarged print, on tape, or on CD. More so than any other, this accommodation can take quite some time to render and necessitates the student’s contacting the ODS Accommodations Coordinator as early as possible, preferably well before the start of the semester, to begin acquiring the alternate texts. Please see pages 17 and 18 for more detailed information on the policies and procedures regarding the alternate format text service. Interpreter - Interpreters are provided to students who have severe hearing loss which prevents them from hearing the information presented in class. Interpreters are arranged by the Office of Disability Services. Instructors should be aware that when an interpreter is assigned as an accommodation an additional person will be in the class. Priority Seating - The student is allowed to sit where he/she can best obtain the information presented in class. Arranging priority seating should be a collaborative process between the instructor and the student. Enlarged Font Handouts - Handouts are enlarged to the font size indicated on the Course Accommodation Form to enable the student to see and understand the handout material.

Other Academic Accommodations

Course Substitutions - All students must be “otherwise qualified” to participate in any program of academic

study with or without reasonable accommodations. Students with disabilities are not excused from course

prerequisites, GPA requirements, or degree requirements. However, in some limited circumstances, when all

other means of accommodation have been deemed inappropriate and/or exhausted, a course substitution may be

appropriate.

ODS makes considerations of course substitutions on a case-by-case basis and only after the student makes

a specific request for this accommodation. Course substitutions are made only when it is clear that the student's

disability makes completion of the requirement impossible and that the course requested for substitution is not

an essential component of the academic program and, thus, the substitution does not alter the integrity of the

academic program.

Students must submit documentation and other evidence of a disability that affects the skills needed for the

course requested for substitution to ODS. ODS will determine whether the request is reasonable based on the

student’s disability and supporting documentation on file at ODS. If a student’s documentation is insufficient to

establish a clear need for the requested course substitution, the course substitution will not be granted. ODS will

consider course adaptation or accommodation before recommending a course substitution. The Dean of the

student’s college gives final approval to any course substitution recommended by ODS.

For example, a student requesting course substitutions for a foreign language requirement needs to provide

a history of foreign language study and/or accommodation, a recent comprehensive psycho-educational test

report, and a foreign language aptitude test, such as the Modern Language Aptitude Test (MLAT), with

evidence indicating a significant language learning disability. If the substitution request is denied, and a student

subsequently provides additional relevant documentation, the course substitution request may be reconsidered.

If ODS determines that the requested foreign language course substitution is reasonable, ODS will then

send a letter of consideration to the appropriate academic dean’s office. The academic dean will determine

whether the course requested for substitution is an essential component of the academic program of the student

and give final approval. If the foreign language course is determined not essential, the course substitution will

be granted and the academic dean will work with the student to determine which course or courses may be used

as substitutions.


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Consideration for Tardiness/Absences - A physical, medical, or psychiatric disability may cause a student to

periodically miss classes. If the documentation warrants, a letter of consideration can be written by the Manager

of ODS asking for the instructor's consideration in excusing more than the stated, allowable number of absences

for the class. As attendance is considered fundamental to any class and to the learning process in general, it is at

the instructor's discretion as to how many absences can be allowed before the fundamental nature of the class is

jeopardized. The student is responsible for notifying the instructor as soon as possible after each missed class.

The student must also work with the instructor to obtain class notes and make up missed assignments, if possible

or if applicable.

Other Non-academic Accommodations

Housing Accommodations - ODS works closely with the Department of Housing and Residence Life (HRL) to

provide on-campus housing accommodations for students with physical, medical, or psychiatric disabilities.

Housing accommodations are specific to each student and their disability needs, but can include: a single room;

a non-smoking dormitory; a room on the first floor or a dormitory with an elevator; a raised bed; specific

lighting; or an ADA compliant floor plan. Approving and implementing housing accommodations can be a

lengthy process, so students with housing needs are urged to contact ODS as early as possible. If ODS grants a

housing accommodation, a letter of consideration is sent to HRL outlining the housing need. The directors

and/or coordinators of HRL give final approval to any housing consideration based on housing availability and

administrative burden. Temporary housing arrangements may be provided until permanent, accommodated

housing is made available. After ODS has granted a housing accommodation, students who have concerns

about the implementation of the accommodation should contact the Department of Housing and Residence

Life at (504) 865-5724. Please do not send disability-related information directly to HRL as this can complicate

and draw out the accommodation process.

Accessible Classrooms - ODS continues to remove architectural barriers to students with disabilities on Tulane

University's campus; however, some historic buildings remain inaccessible. In compliance with the Americans

with Disabilities Act (ADA), ODS can relocate classes from inaccessible classrooms to accessible ones. Tables,

chairs, and desks can also be added to or removed from classrooms if needed.

Handicapped parking permits - Located in the DiBoll Complex, the Public Safety Office of Traffic Control

provides on-campus handicapped parking permits. Students are responsible for all student parking fees.

Accommodations for Tulane University Students Studying at Other Institutions

Domestically or Abroad

Accommodation definitions and procedures for students with disabilities can differ between Tulane University

and other institutions, especially those abroad. Students planning to study at another institution temporarily, for

example JYA or summer programs, should alert ODS staff as soon as possible. ODS will make every effort to

facilitate accommodations abroad, but unfortunately, accommodations abroad cannot be guaranteed.

Accommodations for Standardized Tests

Students seeking graduate degrees or professional licensure may be required by outside organizations to take

standardized tests such as the GMAT, MCAT, or LSAT. Most standardized testing companies have their own

policies and procedures for determining accommodation eligibility. The Manager of ODS may be required by a

standardized testing company to fill out a form or draft a letter which outlines your accommodation history at


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Tulane University. Please remember that for ODS staff to release information from your ODS file, you must fill

out and sign a Release of Confidentiality. Carefully read all disability-related information for standardized tests

before contacting ODS. Obtaining accommodations on any standardized test can be a lengthy, involved

process; therefore, ODS recommends students begin this process as early as possible.

Disabilities of a Temporary Nature

A student who loses mobility for a short period of time, usually due to a broken limb, appendage, or a surgery, is

not eligible for disability services through ODS, but can work with University staff to minimize inconveniences.

Due to liability, the University does not allow its golf carts to be used by anyone other than authorized staff;

however, handicapped parking permits can be issued by the Public Safety Office of Traffic Control. Contact

Housing and Residence Life (HRL) to request a temporary room change. Physicians at the Student Health

Center (SHC) or your own physicians can write letters of support to instructors regarding your temporary

ailment. Work with instructors and/or your college deans to make appropriate modifications to your courses.


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The ODS Alternate Format Text Service Through a variety of means, and in as timely a manner as possible, ODS acquires or creates books, texts, and articles in enlarged print, on tape, or on compact disc for the student with this accommodation. Please be aware that this accommodation has the potential to take longer to facilitate than any other accommodation, 6-8 weeks or more in some cases. Late requests may result in a delay of materials. Self-determination and self-advocacy are crucial for the student during this process.

Obtaining Relevant Textbook Information as soon as it is Available The student is responsible for obtaining all relevant textbook information as soon as it is available. This information is available to students in one or more of the following three ways:

1. by contacting the instructor of the course; 2. by contacting the instructor’s department, usually the departmental secretary; 3. by contacting the Tulane Bookstore at (504) 865-5913.

Instructors also occasionally list required texts online. If you have difficulty obtaining this information, contact the ODS Accommodations Coordinator.

Timely Communication of Textbook Information to the Accommodations Coordinator Each Semester Students must meet with the Accommodations Coordinator during their initial ODS intake to go over these procedures. During subsequent semesters, it is recommended but not necessary to meet with the Coordinator; however, the student must still communicate their contact information and all relevant textbook information to the Coordinator well before each semester to effectively facilitate this accommodation. The responsibility of contacting the Accommodations Coordinator to initiate this service each semester falls to the student, not to ODS. As mentioned earlier, late requests will most probably result in a delay of materials. As with any accommodation, students can always opt not to use the alternate text service for a semester or indefinitely. Students can also use their personal accounts with an alternate text provider such as Recordings for the Blind and Dyslexic (RFB&D). In either case, contacting the Accommodation Coordinator is not necessary.

The Format of the List of Needed Texts Students must provide the Accommodations Coordinator with a written or typed list of the texts needed. ODS strongly prefers that students provide a copy of the official course syllabus in which the instructor has listed the required texts for the course. Students may choose to receive alternate formats of all required texts for every class or only certain texts for select classes; therefore, the submitted list must be complete, legible, and clearly indicate the texts and courses for which alternate texts are needed. The Accommodations Coordinator will make every effort to provide the alternate texts indicated but is not responsible for delays or errors caused by illegible or poorly marked lists.

The Options Available to the ODS Accommodations Coordinator ODS makes every attempt to provide these texts promptly and in the format requested by the student; however, the Accommodations Coordinator will give precedence to the most expedient manner in which to obtain materials. The Americans with Disabilities Act (ADA) requires priority consideration be given to the student’s preferred method of accommodation, but ODS maintains the right to determine the reasonableness of a request and choose among the suitable, effective techniques that are available.


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Recordings for the Blind and Dyslexic (RFB&D) RFB&D is a membership-based service that provides books in alternate formats, specifically audio recordings on tape and compact disc. The Accommodations Coordinator contacts RFB&D to determine if the text indicated is available in alternate format. The text is ordered immediately if it is available. Once ordered, alternate texts are often delivered within a matter of days, but it can take as long as 3 to 6 weeks for an alternate text to come from RFB&D.

Other Sources of Alternate Texts The Accommodations Coordinator can contact other providers of alternate texts such as the National Library Service for the Blind and Physically Handicapped (NLSBPH). Like RFB&D, deliveries from other sources can take 3 to 6 weeks from time of order.

The Publisher The Accommodations Coordinator can also contact the publisher of the text. Due to changes in Federal Law, some publishers are now required to publish textbooks in alternate formats; however, not all titles are available as yet. Before providing alternate formats, publishing houses often require proof that the student has purchased the book. Students may therefore be required to produce a receipt of purchase to ODS upon demand. Publishers most commonly provide written works in e-text via CD or email. These would be delivered or forwarded to the student by ODS.

Alternate Format Texts Created by ODS ODS has the ability to create alternate format texts in two ways:

1. ODS hires a student worker to scan and edit the text as a Word document which is then provided to the student on CD.

2. ODS hires a student worker to read the text onto audiotape or audio-CD. Both of these methods require ODS to have an original copy of the text needed. The student is required to purchase the text and submit it to ODS if needed.

Assistive Technology While not available for personal use as an accommodation, the following assistive technology resources are available to students in Howard-Tilton Library and at ODS unless otherwise noted:

JAWS Zoomtext OpenBook Large Print for Windows screen magnification software Dragonspeak software: available only in ODS Magnifier and monitor: available only in ODS


15

Overview of Section 504 and the ADA

The Federal disability laws which have the most direct bearing on colleges and universities are the Americans

with Disabilities Act (ADA), and Section 504 of the Rehabilitation Act of 1973. The primary purpose of these

laws is to ensure equal access and equal opportunity for individuals with disabilities.

An individual with a disability is defined as:

A person who has a physical or mental impairment which substantially limits a major life activity

(including caring for oneself, walking, seeing, hearing, speaking, reproducing, breathing, sleeping,

learning, thinking, concentrating and working.)

A person who has a record of such an impairment (e.g., someone with a history of alcohol addiction who is

in recovery and no longer drinking, but is discriminated against because of that past history)

A person who is regarded as having such an impairment (e.g., someone with a disfiguring scar who is

discriminated against in the way others respond to her/his appearance)

By definition, “disability” does not include: current use of illegal drugs, compulsive gambling, kleptomania,

pyromania, transvestism, transsexualism, pedophilia, exhibitionism, voyeurism, gender identity disorders not

resulting from physical impairments, or other sexual behavior disorders.

Important provisions of ADA and Section 504 regulations include the following:

1. Colleges and universities may not limit the number of students with disabilities accepted.

2. Pre-admission inquiries about whether or not an applicant is disabled are prohibited.

3. Rules and policies cannot be established that adversely impact students with disabilities.

4. A qualified student with a disability may not be excluded from university activities, services, or academic

programs. “Qualified” individuals include:

Students who meet the qualifications for entry into the particular school or program (with or without

reasonable accommodations)

Parents or members of the public who have a disability, and are attending a function at the university

(e.g., admission, graduation, or athletic events, performances, other functions open to parents and/or

members of the public)

5. Individuals who pose a direct threat to the health or safety of others can be excluded from participation.

6. If a student desires accommodation of a disability, it is the student's responsibility to inform the college or

school of the disability and to provide appropriate documentation.

7. The university is responsible for providing reasonable accommodations in order to afford the student an

equal opportunity to participate in the university’s activities, services and programs. Reasonable

accommodations may include such things as:

Relocating a class from an inaccessible to an accessible location

Giving permission to audiotape class lectures

Allowing a student who uses a guide dog to keep the guide dog on campus

Providing printed materials/media in accessible formats (e.g., in Braille, on audiotape, or in large

print)

Making sure that internships, externships, placements, field trips, research projects and other

university-sponsored programs are accessible to students with disabilities


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Equipping computer labs with disability-accessible software and hardware (e.g., text-to-speech,

speech-to-text, screen enlargers, screen reader software, adaptive keyboards)

Making websites accessible (see www.rit.edu/~easi/webkit.htm, www-3.ibm.com/able/access.html,

and www.cast.org/bobby/)

8. Reasonable accommodations need to be determined on a case by case basis, rather than applying a “cookie

cutter” approach based on category of disability.

9. Academic requirements that are essential to a program are not discriminatory, and do not need to be

modified. A student must be qualified to perform the essential requirements of an academic program "in

spite of" a disability. The burden is on the university to show that a given requirement is essential.

10. Nonessential academic requirements may need to be modified to ensure that they do not discriminate

against students with disabilities.

11. Exams and evaluations must be done in a way that best ensures that the results reflect the student's

achievement rather than his/her disability.

12. The institution will provide needed auxiliary aids (e.g., access to taped textbooks, interpreters), but is not

required to provide services of a personal nature (e.g., a personal attendant, hearing aids, glasses).

Accommodations that “fundamentally alter” a program or create an “undue hardship” on the university do

not have to be made. However, undue economic hardship is considered from the perspective of the entire

university budget, rather than the budget of an individual school, department, or program.

13. Surcharges to cover the cost of disability accommodations cannot be imposed solely on students with

disabilities; however, such costs could be assessed to the entire student body.

14. Students with disabilities have the right to participate in the most integrated settings possible.

15. Students have the right to refuse accommodation (i.e. they do not have to use the accommodations that

have been approved for them).

16. Students with disabilities may not be counseled toward more restrictive career options. Students can be

informed of the requirements of a given career, and the difficulties they may encounter, but cannot be

counseled away from an area of interest simply because of their disability.

17. The university is responsible for ensuring that services provided by outside contractors are not

discriminatory.

18. It is unlawful to retaliate against, coerce, threaten, intimidate, or interfere with persons in the exercise of

their rights under the ADA, or persons who aide or encourage others to exercise such rights.

Adapted from:

Jarrow, J. (1992). The ADA’s impact on postsecondary education. Columbus, OH: AHEAD.

Thompson Publishing Group. (1999). ADA Compliance Guide. Washington, D.C.:Author.


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ADA and 504 Grievance Procedures for Tulane University Students

Students with disabilities are responsible for contacting the Office of Disability Services regarding the necessity

for or the timely and effective implementation of academic adjustments and/or auxiliary aids. The Office of

Disability Services will work with university personnel and students with disabilities to resolve disagreements

regarding the need for and/or implementation of academic adjustments/auxiliary aids.

In some instances, the accommodation offered by the Office of Disability Services will not be acceptable to the

student. In such cases, the student may choose to engage the grievance procedure below. More generally,

however, a student may use the procedure in any situation in which the student has a complaint or grievance

alleging violations of the Americans with Disabilities Act (Pub. L. No. 101-336) and Section 504 of the

Rehabilitation Act of 1973 (Pub. L. No. 93-112, § 504, as amended).

Procedure:

All complaints alleging violation of the ADA or Section 504 must be made in writing to the Affirmative

Action Officer/504 and ADA Coordinator within sixty (60) calendar days of the alleged violation or

claim of failure to provide academic adjustments and/or auxiliary aids. The written complaint should

specify the time, place and nature of the act claimed to be in violation. The complaint may be

supplemented by supporting documents and/or affidavits from persons having first hand knowledge of

the facts or other documentation and evidence which the alleging party feels supports the complaint.

The Affirmative Action Officer/504 and ADA Coordinator will collect and investigate all pertinent facts

and circumstances in support of the alleged violation within twenty (20) working days of receipt of the

complaint, to include review and verification of all documentation, evidence and testimony by involved

and/or knowledgeable parties.

The Affirmative Action Officer/504 and ADA Coordinator may attempt resolution of a complaint

through mutual agreement of the affected parties at any point during the course of the investigation.

Should such resolution be achieved, the investigation shall be ended. The terms and conditions of the

resolution agreement shall be issued to the charging party and the appropriate administrator of the party

or department charged within ten (10) working days for review and signatures.

Where resolution through mutual agreement is not achieved, written findings from the investigation

regarding probable cause, along with a recommendation(s) for resolving the complaint, shall be

forwarded simultaneously to the charging party and Senate Committee on Academic Freedom and

Responsibility of Students. If a member of Senate Committee on Academic Freedom and

Responsibility of Students is named as the party or is part of the department charged then he or she will

not serve as a member during the grievance process in which he or she is charged.

Within five (5) working days after receipt of the recommendation(s), the Senate Committee on

Academic Freedom and Responsibility of Students shall decide whether to resolve the complaint on the

basis of written submissions by parties or to hold a hearing. The committee shall notify the parties in

writing of this decision and of the deadlines appropriate to its decision. If the Senate Committee on

Academic Freedom and Responsibility of Students decides to hold a hearing with the involved parties to

review the complaint and the recommendation(s) made by the Affirmative Action Officer/504 and ADA

Coordinator consultation will be provided to the Senate Committee on Academic Freedom by the Office

of Disability Services as requested. Both parties are allowed representation during the hearing but in no

case shall the representation be legal counsel. The person(s) providing the representation may provide

advice to his/her party but is not allowed to address the Committee or anyone else except his/her party.


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The Senate Committee on Academic Freedom and Responsibility of Students shall take final action on

the complaint within ten (10) working days after the hearing is held (or after all submissions are made),

or else show cause, in the written records of the grievance case, for an extension of that deadline.

Either party may appeal the findings of the Senate Committee on Academic Freedom and Responsibility

of Students to the University President (or the President’s designee) by filing a request for a review of a

complaint alleging discrimination on the basis of disability or failure to provide academic adjustments

and/or auxiliary aids within ten (10) calendar days of receipt of the finding.

Within seven (7) calendar days of receipt of the initial findings, the University President shall render a

final decision on the complaint.

Upon final resolution of a complaint, copies of records will be forwarded to and maintained by the

Affirmative Action Officer/504 and ADA Coordinator. All records relating to complaints of failure to

provide academic adjustments and/or auxiliary aids are evaluative in nature and all medical information

contained in complaint records shall be deemed confidential.

Contact Information

Deborah Love, JD, Office of Institutional Equity (504/Grievance Officer)

Phone: (504) 862-8083

Fax: (504) 862-8220




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Other Services Available at the Center for Educational Resources and

Counseling (ERC)

The Counseling Center

Phone: (504) 865-5113

Confidential Fax: (504) 862-8148

Psychological Counseling

Short-term psychotherapy or counseling is available for almost any kind of personal concern (e.g., relationships,

stress, anxiety, depression, sexuality, career direction, choosing a major, family issues, grief/loss, traumatic

events, and crises). ERC professionals include psychologists, social workers, counselors and graduate students

in professional training.

Groups and Workshops

Numerous workshops, as well as therapy and support groups, are offered each semester including an ADD,

AD/HD support group.

Educational Counseling

Counselors can help students improve time management, note-taking, test-taking and other study strategies.

“Coaches” or “Peer Educators” are available to help with planning and time management.

Career and Personality Testing

For a fee, students can take interest and personality tests that may help in selecting a particular major or career.

AD/HD Screening

For a fee, students can be screened for Attention Deficit Disorder (AD/HD).

The Tutoring Center and Writing Workshop

Phone: (504) 865-5103

The Tutoring Center

Free, drop-in tutoring is offered in over 30 subjects, primarily undergraduate math, science and foreign-language

courses. A specially trained peer educator who helps with study skills, time management, textbook reading, note

taking, and test taking skills is also available by appointment. The Tutoring Center, open Sunday through

Thursday, maintains afternoon and evening hours.

The Writing Workshop

Free help is available for undergraduate students, by appointment, for papers written in the English language.

2010-2011 medical school handbook

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