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Delivering the Accommodation Letter

Any student who has received an Accommodation Letter from Student Accessibility Services (SAS) is responsible for providing a current copy of that Letter to any Faculty or Administrator who is involved in facilitating the accommodations listed in the letter.  Accommodations are not in place until the Faculty or Administrator has received a current copy of the Accommodation Letter. In addition, accommodations are not retroactive. Therefore, students are encouraged to deliver copies of their Accommodation Letter as early as possible. Any student who has questions or concerns about delivering their letter should contact SAS.

Students should follow these steps when delivering their Accommodation Letter:

Option 1: Meet with the Professor One-on-One.

  1. Meet with the Professor or Administrator during their office hours. 
    • If you have class during their scheduled office hours contact the Professor/Administrator and ask for an alternate time.
  2. Explain that you are registered with SAS and provide a copy of your Accommodation Letter for the Professor/Administrator to keep.
    • Students are never required to share any private information such as diagnosis, symptoms, etc. with their Professor/Administrator during this meeting.
  3. Discuss the accommodations listed on the Accommodation Letter that you will be using in their class.
    • Be sure to discuss all accommodations within a reasonable amount of time before you would like to use the accommodation.
    • If the Professor/Administrator has any questions about the accommodation(s) or how they should be facilitated please refer them to Ann Knettler-Smith, Coordinator of Student Accessibility Services.
  4. Have Professor/Administrator sign the “Acknowledgement of Receipt of Accommodation Letter” Form.
    • You, the student, should collect all Professor/Administrator signatures and return this form the SAS in-person or via email.
  5. Filling out the “Testing and Plan of Action Form” (optional):
    • Students can use this form as a tool when discussing their use of Testing Accommodations with their professor.  This is optional.
    • Included on the form: 
      • Blank schedule that can be used to record the days and times you will be testing if different from the rest of the class.
      • Student and Faculty responsibilities if testing at the Testing Center.
      • Area to include specific process information discussed with the professor (if relevant).
    • Testing and Plan of Action Form” should be kept by the student.

Option 2: Delivering the Accommodation Letter via Email

  1. Write an email to your Professor or Administrator with the following:
    • In the body of the email, tell the professor your name and which of their classes you are in (e.g. Global Students, MWF at 8am).
    • List the specific accommodations, identified on your Accommodation Letter, that you will be using in their class.
    • Ask the professor if they have any questions or if they would like to discuss further.
    • Copy Ann Knettler, Coordinator of Student Accessibility Services (SAS) on the email using aksmith [at] desu.edu in the “CC” line.
    • Attach a PDF copy of your current Accommodation Letter to the email.  If you do not have a PDF copy please contact SAS and request that one be sent to you.
  2. Send the email.

Template Email Example:

Good morning/afternoon Professor (PROFESSOR’S LAST NAME),

My name is (YOUR FIRST AND LAST NAME), I am in your (NAME OF COURSE) class that meets at (TIME OF DAY THE CLASS MEETS) on (DAYS OF THE WEEK THE CLASS MEETS).  Attached here, please find a copy of my Accommodation Letter for this semester from Student Accessibility Services (SAS).  Of the accommodations listed on my letter, the ones that will be important for me to use in your class are as follows:

  • Continue listing any/all accommodations found on your Accommodation Letter that you will be using in the class.  If there is an accommodation on your Letter that you will not be using in this class, simply do not include it in this list.

Please let me know if you have any questions and/or would like to discuss the accommodations further.  I have copied Ann Knettler, Coordinator of Student Accessibility Services, on this email.  Please feel free to contact her with any questions as well.

Thank you for your time, I am looking forward to your class this semester.