Policy 5460B

REASONABLE ACCOMMODATIONS FOR STUDENTS WITH DISABILITIES

Effective Date
January 2016
Last Revision Date
November 2024
Policy Owner
VP for Student Services
External Authority
Americans with Disabilities Act of 1990 as amended and Section 504 of the Rehabilitation Act of 1973

1. Policy & Purpose

Western Wyoming Community College is committed to providing reasonable accommodation and modifications for individuals with disabilities in accordance with the Americans with Disabilities Act of 1990 as amended (“ADA”) and Section 504 of the Rehabilitation Act of 1973 (“Section 504”). 

Western prohibits unlawful discrimination against qualified students with disabilities (as defined by applicable law) and encourages their full participation within the Western community.  All faculty, staff and administrators will actively support students with disabilities in all educational programs, services, and activities, in cases where such support is readily achievable and is not an undue burden.

A student with a disability who believes accommodation is necessary to complete the educational process should contact the Accessibility & Disability Specialist in Western’s Wellbeing & Accessibility office to apply for accommodation. Western will engage with students with disabilities to determine and provide appropriate, reasonable accommodation in compliance with all applicable local, state and federal laws.

Last Review Date
November 2024
History
Approved: January 14, 2016
Revised: March 18, 2019
Revised: November 2024
Reviewed: November 2025

Procedure 5460B

REASONABLE ACCOMMODATIONS FOR STUDENTS WITH DISABILITIES

Effective Date
March 2019
Last Revision Date
November 2025
Procedure Steward
VP for Student Services

1. Procedure

An individual with a disability is defined as a person who has (or is regarded as having) a physical or mental impairment that substantially limits one or more major life activities.  Major life activities include, but are not limited to, caring for oneself, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating, controlling bodily functions, and working.

All students, including those with disabilities, are required to meet the essential academic standards necessary for class admission and participation in post-secondary programs and activities.  

Confidentiality of Disability Records

Information concerning student disabilities, including medical statements and clinical records, will be kept confidential in accordance with applicable laws. Wellbeing & Accessibility staff and Western personnel may access student educational records including medical statements and clinical records for legitimate educational purposes only. Access may also be granted to health and safety personnel in emergencies; government officials investigating compliance with disability laws, and as otherwise required by law. Students may provide written consent for additional disclosures and may revoke this consent at any time in writing.

Requesting Academic Accommodation

Students requesting accommodation should take the following steps:

  1. Fill out an application for accommodation. Students may request an application by calling 307-382-1806, e-mailing wellaccess@westernwyoming.edu, or by visiting the Wellbeing & Accessibility Office at 2500 College Drive, Room 1227, Rock Springs, Wyoming 82901.
  2. Schedule an intake Students must meet with the Accessibility & Disability Specialist to discuss their accommodation needs.
  3. Provide documentation. Students must provide appropriate documentation of their disability and need for accommodation. Documentation may include (but is not limited to):
    1. Individualized Educational Programs
    2. Section 504 Plans
    3. Medical records/evaluations
    4. Mental health records/evaluations
    5. Vocational rehabilitation evaluations and recommendations.

Documentation can be provided during the intake meeting or obtained directly from the provider with the student’s signed consent.

Determination of Eligibility

Determination of eligibility will be made by the Accessibility & Disability Specialist. Eligibility determinations will be made within 10 working days of receiving all required documentation. The following steps will be taken:

  1. The student will receive written notification indicating whether they qualify for accommodations. If eligible, the student will receive an official accommodation letter via email. Letters will be issued at least one (1) working day prior to the start of the semester for requests completed at least twenty (20) working days before the start of the semester. For requests made during the semester, accommodation letters will be issued within twenty (20) working days of the College receiving all required documentation. Relevant personnel with a legitimate educational interest will also be informed, including (but not limited to):
    1. Instructors
    2. Peer Tutor Center and/or Writing Center Employees
    3. Outreach Staff
    4. Center for Teaching and Learning Staff
    5. Housing Staff
    6. Testing Center Staff
  2. If the student is determined not to be eligible for accommodations, the student will receive written notification within the timeframe outlined above explaining why they do not qualify. Students who are denied eligibility may appeal the decision in accordance with Procedure 2150A.3.

Student Responsibilities for Accommodation

Students are responsible for the following: 

  • Notifying the Testing Center, or another approved facility, at least 48 hours in advance to arrange testing accommodations.
  • Renewing and confirming their accommodations with the Accessibility & Disability Specialist every semester.
  • Adhering to academic and conduct standards of the institution while using accommodations.
  • Notifying instructors or the Accessibility & Disability Specialist if accommodations are not being provided as outlined.
  • Contacting the Accessibility & Disability Specialist for additional accommodations or concerns about the implementation of their current accommodations.

Instructor Responsibilities for Accommodation

Instructors are responsible for the following:

  • Implementing accommodations as listed in finalized letters.
  • Keeping student information confidential.
  • Providing online and in-class materials in accessible formats (e.g., captioned videos, screen-reader-friendly documents).
  • Contacting the Accessibility & Disability Specialist if there are any questions about accommodation.

Course Substitutions

Western provides reasonable modifications to academic requirements when such requirements have a discriminatory impact on a student with a disability. Western does not waive or change requirements deemed essential to the course or program, as such changes would fundamentally alter the nature of the program.  Students with disabilities may apply for course substitutions for required courses when appropriate.

Students must apply for course substitutions at least eight (8) weeks prior to the semester in which the modification is requested.  Applications are available in the Wellbeing & Accessibility Office.  In addition to the application, students must provide the following:

  • Current documentation from a qualified medical provider verifying the student’s disability and the related need for an academic modification.
  • A written letter from the student specifying the course they wish to substitute and the rationale for the request.
  • If applicable, documentation of the student’s prior attempts to complete the same or similar courses, with or without accommodations or tutoring, and the results of those attempts.

Course substitutions are not automatically granted based solely on disability status.  Each request is evaluated individually by the Accessibility & Disability Specialist in collaboration with the Vice President of Academic Affairs and at least one representative from the student’s academic program.  The evaluation considers various factors, including the impact of the substitution on the program's integrity, whether the course is a prerequisite for subsequent courses, the essential responsibilities expected in the certification or degree field, and other lawful and appropriate case-specific considerations.

If a course substitution is deemed appropriate, potential replacement courses will be identified by the Vice President of Academic Affairs and the Dean of the student’s academic program. It is the student’s responsibility to confirm with their intended transfer institution whether the substitution may affect future degree requirements.

Students will receive written notification of the approval or denial of their course substitution request within forty-five (45) working days of submitting a completed application to Wellbeing & Accessibility.

Concerns

Students with concerns about their accommodation should first contact the Accessibility & Disability Specialist for an informal discussion. Possible resolutions include:

  • Mediation with faculty or staff.
  • Development of self-advocacy skills (if the student would like to attempt to resolve the situation on their own).
  • Referral to the Director of Wellbeing and Accessibility.
  • Exploration of alternative solutions.
  • In the event the student is not able to resolve the situation through informal discussion, the student may submit an internal grievance pursuant to Procedure 2150A.3.

Last Review Date
November 14, 2024

History
Approved: March 18, 2019
Revised: November 14, 2024
Revised: November 13, 2025