Procedural Guidelines

Please use the links below to access the procedures for Student Accessibility Services (SAS).

Extended Time Accommodation for Assessments

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Extended time is an accommodation that grants a student with a documented disability the right to spend additional processing time on any assessments of a timed nature including: exams, quizzes, online assessments, etc. Time-and-a-half is a common guideline and double time is the maximum time allotment. Extended time is an academic accommodation that may be granted to a student with a disability who meets one or more of the qualifying criteria listed below. The accommodation is not granted based solely on a student’s status as a person with a disability.

In order to be considered for the accommodation of extended time, a disability-related need must be presented in the submitted documentation which:

  • Limits a student’s ability to take in-class/online timed assessments due to a documented disability (physical, learning, medical, psychiatric, etc.).
  • Presents constraints due to poor /limited fine motor skills and, therefore, a scribe, a computer/laptop (non-Internet available in the SAS Testing Center), or more time to produce answers is required.
  • Impacts receptive / expressive written language skills, reading challenges (dyslexia), or other learning tasks as verified by physician or medical report.

To begin this process:

  1. A student must first establish their status as a person with a disability by submitting documentation (medical, neuropsychological, psycho-educational, etc.) to the Student Accessibility Services office (SAS) located in Jeremy Warnick Center for Student Accessibility on the 1st Floor of the Main Library.
  2. Documentation must be submitted to SAS in a timely fashion in order for it to be evaluated by the SAS staff, who will then determine which accommodations are reasonable and appropriate.
  3. If a student wishes to be considered as a candidate for the accommodation of extended time, it is his or her responsibility to make the request known to the SAS office by electronically submitting the Accommodation Request form. The request form is ONLY available online at the SAS portion of the University website.
  4. The Accommodation Request form must be FULLY completed by the requesting student. Incomplete forms will not be processed.
  5. In peak times (first three weeks of each semester) requests will take 2-3 business days to process. SAS recommends planning well in advance to receive your forms.
  6. Once authorized and processed by SAS, the requesting student will receive an electronicAcademic Accommodation Authorization form to the student’s rwu.edu email address only.
  7. The student is then responsible to electronically forward and/or hand deliver a hard copy (downloaded by student) of the Academic Accommodation Authorization form.
  8. The professor will keep the Academic Accommodation Authorization form as a reminder of a student’s connection to SAS for the semester.
  9. Faculty are not obligated to offer extended time “on-demand” or “after the fact.” “On-demand” means students cannot arrive on the day of or day before an assessment and expect to receive extended time for that day. “After the fact” means students cannot expect additional time on an assessment that has already been taken and graded by the faculty member.
  10. Once the Academic Accommodation Authorization form is in place with a professor, the extended time accommodation process can begin.
  11. Student will obtain an EXAM COVER SHEET for each exam he/she plans to take in SAS. Exam sheets are located:
    1. In SAS between 8-5 p.m. Monday – Friday
    2. Online at the SAS section of the RWU website
  12. Student will meet with faculty per exam to review the EXACT date/time the exam and sign the EXAM COVER SHEET together
  13. The professor keeps the sheet which is delivered with the exam to SAS
  14. Faculty are responsible to deliver assessments accompanied by the completed Exam Cover Sheet which supplies SAS with such information as: materials students can/cannot use while testing, special instructions, where SAS is to deliver the assessment, etc. To ensure safe and secure delivery of assessments, SAS cannot receive assessments through interoffice mail.
  15. Quizzes (in-class and online) MUST be accommodated if an authorized student requests the extended time for such an assessment. The student and faculty are expected to work together to establish a mutually agreeable manner in which to administer the quiz. The SAS Testing Center can be used for quiz assessments prior to or after class. SAS understands that lessons usually precede or follow a quiz.
  16. For all assessments, the requesting student is responsible for confirming with his/her professor prior to an assessment the following:
    1. Confirmed start time and day of assessment
    2. A review of materials allowed during assessment
    3. Alternate method of assessment delivery (i.e. student picks up from faculty’s office with an SAS envelope to be sealed and signed by faculty).
  17. Requesting students are REQUIRED to arrange test/quiz time with faculty members IN ADVANCE of an exam if there is a time conflict with another class. For example, if a student has an exam from 9-10 a.m. and a class from 10-11 a.m., arrangements need to be made to start the 9 a.m. exam at 8:00 a.m. or after 11:00 a.m. to allow for the time extension. Otherwise, students are expected to take the assessment at the SAME date/time as the class.
  18. The EXAM COVER SHEET process will allow for student and faculty to review any time conflicts together and to determine a time for the assessment in the SAS Testing Center.
  19. SAS cannot “excuse” a student who misses a class due to testing in SAS.
  20. Prior to entering the Testing Center, students MUST turn off cell phones/remove smart watches in the presence of SAS staff and leave the phone outside of the Testing Center. They must also leave all bags, books and personal belongings outside of the testing area.
  21. Students are required to take care of all personal business PRIOR to entering the SAS Testing Center. Departures from the Testing Center for any purpose are not allowed. Only students with pre-established, medical circumstances on file and reviewed with SAS will be authorized to use the restroom.
  22. Students utilizing the SAS Testing Center are regularly monitored during test-taking by Student Accessibility Services staff.
  23. A breech of academic integrity is a serious matter. Any materials found which were not authorized by the professor on the Exam Cover Sheet (i.e. note sheets, note cards, class notes) will be confiscated, along with the unfinished assessment, and immediately returned with an Incident Report to the faculty member. In some cases, the Dean or Provost may also be informed of SAS testing policy violations. This action may result in the failure of the assessment and/or course as deemed by the professor.
  24. Students found in violation of the Center’s policy on academic integrity may be denied the use of the Testing Center from that point forward. Denied students will then be responsible for making arrangements directly with their faculty for extended time and an alternate location.
  25. The Testing Center hours of operation are Monday through Friday, 8:00 am to 5:00 pm. During the fall and spring semesters. During final exams extended hours are available and are posted. Use of the SAS Testing Center during the summer months/sessions (June, July and August) are from 9-12 noon and 1-4 p.m.
  26. For late day classes during the fall and spring semesters (3:30 for example), SAS recommends a 3 p.m. start time to ensure that the extended time can be utilized and completed by 5 p.m.
  27. If a student in an evening class chooses to use the SAS Testing Center, the faculty member and student will agree upon a daytime block in order to use the SAS Testing Center
  28. If faculty prefer not to have an evening exam administered by SAS during the day, they are responsible for providing the extended time to the student in a pre-established testing space during the evening class time.

If there are any questions regarding the accommodation of extended time in the SAS Testing Center please call 401-254-3841 or stop in to SAS on the 1st Floor of the main University Library, Jeremy Warnick Center for Student Accessibility.

Exam Cover Sheet

Notetaking Assistance

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Notetaking assistance is an academic accommodation that may be granted to a student with a disability who meets one or more of the qualifying criteria listed below under the guidelines of Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA). The accommodation is not granted based solely on a student’s status as a person with a disability.

To be considered for notetaking assistance, a disability-related need must exist which:

  • Limits a student’s ability to take in-class notes due to a documented disability (physical, learning, medical, etc.).
  • Presents constraints due to poor /limited fine motor skills.
  • Imposes restrictions due to fatigue, medication side effects, or sustained concentration verified by physician or medical report.

Notetaker Request Form

Alternate / Electronic Textbook Request

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The office of Student Accessibility Services (SAS) provides accommodations to ensure accessibility of textbooks required by courses and programs for eligible students with qualifying disabilities.

Student Accessibility Services will assist students who are approved for electronic text accommodations to locate the best point of access for your textbooks/book needs.

Electronic Textbook Request Form

Priority Registration

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Priority registration (permission to register for classes early before the regularly assigned time) is an academic accommodation that may be granted to a student with a disability who meets one or more of the qualifying criteria listed below.  It is not granted based solely on a student's status as a person with a disability.

In order to be considered for priority registration, a disability-related need must exist which:

  • Requires classes to be housed in accessible locations.
  • Imposes geographical constraints due to mobility speed and/or endurance.
  • Imposes physical or cognitive restrictions due to fatigue, medication side effects or sustained concentration verified by a physician or medical report.
  • Necessitates extensive therapy or other medical treatment/intervention, which significantly impacts scheduling flexibility (e.g. chemotherapy, physical therapy, renal dialysis, etc.).
How to Request:
  1. A student must first establish their status as a person with a disability by submitting documentation (medical, neuropsychological, psychoeducational, etc.) to SAS, which is located in the Center for Academic Development.
  2. Documentation must be submitted to SAS in a timely fashion in order for it to be evaluated by the SAS staff, who will then determine which accommodations, if any, are reasonable and appropriate.
  3. If a student wishes to be considered as a candidate for priority registration, it is his or her responsibility to make the request known to the SAS office by submitting the Priority Registration Request form in a timely manner (see item 5 below).
  4. The Priority Registration Request form must be accompanied by a rationale for receiving priority registration based on the qualifying criteria listed above.
  5. All requests for priority registration must be submitted to the SAS office at least four weeks prior to the start of the advisement period.
  6. Requests for priority registration only need to be made once through SAS during your time at RWU.

Priority Registration Request Form

Disability Discrimination Grievance Procedure

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Roger Williams University, including its School of Law, (“University”) has adopted this grievance procedure to assist in facilitating resolution of complaints alleging disability discrimination in violation of Section 504 of the Rehabilitation Act of 1973 (“Section 504”). The University has designated Richard Hale, Chief of Staff, (the “Coordinator”) to coordinate its efforts to comply with Section 504. The contact information for the Coordinator is as follows: Assistant Vice President, Lisa Landreman, Roger Williams University, Center for Student Development, One Old Ferry Road, Bristol, RI 02809, Telephone: 401-254-3032.

Initial Discussion:

An individual with a concern relating to his or her disability should first discuss the matter orally with the appropriate responsible department listed below that will attempt to resolve the individual’s concern.

  • Roger Williams University students should consult with Student Accessibility Services.
  • Roger Williams University School of Law students should first consult with the Assistant Dean of Students of the School of Law. If the student is not satisfied with the resolution proposed by the Assistant Dean of Students, the student should then consult with the Associate Dean of Academic Affairs of the School of Law.
  • University employees should consult with the Department of Human Resources.

Informal Resolution:

If the individual is not satisfied with the resolution proposed by the appropriate responsible department listed above, the individual should discuss the matter orally with the Coordinator. Individuals who are not satisfied with the resolution proposed by the Coordinator may file a formal grievance following the procedures set forth below.

Formal Grievance Procedure:

An individual may file a formal grievance with the Coordinator after attempting to resolve his or her concern orally with the appropriate responsible department listed above and the Coordinator. The formal grievance should be filed as soon as practicable. For example, students should file a formal grievance during the academic semester in which the concern arose, and employees should file a formal grievance within thirty (30) calendar days in which the concern arose

The grievance must be in writing and include the following: (i) the individual’s name, address, email address, and telephone number; (ii) a full description of the individual’s concern; (iii) a description of the efforts made to resolve the concern orally through the appropriate responsible department listed above and the Coordinator; and (iv) a statement of the remedy requested.

Upon receipt of the grievance, the Coordinator will provide the individual with written notice acknowledging its receipt and promptly initiate an investigation. Upon completion of the investigation, the Coordinator will prepare and transmit a written reply to the individual and the party(ies) against whom the grievance is directed within thirty (30) calendar days of the filing of the grievance, unless additional time is needed, at which time the Coordinator will notify the individual and the party(ies) against whom the grievance is directed.

U.S. Department of Education Contact Information:

Individuals may always contact the following regarding allegations of disability discrimination in violation of Section 504:

  • Assistant Secretary for Civil Rights, U.S. Department of Education, Office for Civil Rights, 400 Maryland Avenue, SW, Washington, DC 20202-1100, Telephone: 1-800-421-3481; or
  • Boston Office, Office of Civil Rights, U.S. Department of Education, 33 Arch Street, Suite 900, Boston, MA 02110-1491, Telephone: 617-289-0111.

Adopted by the President and Senior Vice Presidents on October 28, 2009
Updated: 10/15/13 Lisa J. Bauer collaborated on this policy with Chris Nehrona, OGC 2009 Revised August 2017

Updated: 10/15/13
Updated: 10/28/16
Updated: 8/15/2017

Proctoring Guidelines for Online Course Exams

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revised date: Summer 2017

Roger Williams University is mandated by Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990 to provide equal access to facilities, educational and co-curricular activities, campus activities, and employment opportunities to qualified individuals with disabilities.

Below are Student Accessibility Services (SAS) guidelines for determining when a student registered with SAS can receive accommodations/proctors through the SAS office for their online coursework.

  • When Taking a RWU Course Online: Enrollment in a Roger Williams University course online is considered an educational activity and is fully supported by SAS. This means that a RWU student registered with SAS may use the SAS testing center for the administering and proctoring of online course exams in order to receive the accommodation of extended time. This accommodation is available only to SAS students who are enrolled in a RWU course online.
  • When Taking a Non-RWU Online Course: SAS can verify disability status to an outside university or college via an authorization form for an SAS student’s use of extended time while enrolled in a non-RWU online course. This verification however, does not support a student’s request to use the SAS Testing Center for a non-RWU online course. It is the student’s responsibility to secure a testing location, other than SAS, that meets the requirements of the non-RWU institution.

PLEASE NOTE: With or without a disability, the SAS Testing Center is not available for proctoring and administering exams associated with any non-RWU online course.

If you have any questions, please visit Student Accessibility Services in the Jeremy Warnick Center for Accessibility, 1st Floor Main University Library. 401-254-3841.

Temporary Disability Guidelines

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The following are the guidelines followed in Student Accessibility Services in order to assist students seeking assistance/accommodations who are temporarily disabled.

Roger Williams University is mandated by Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990 to provide equal access to facilities, educational and co-curricular activities, campus activities, and employment opportunities to qualified individuals with disabilities. Temporary disabilities (i.e. concussion, broken hand or ankle) are not covered under Section 504 or the ADA.

However, SAS recognizes that students on campus become injured or otherwise temporarily “disabled” and that this circumstance may impact their academics for a short period of time. SAS requires a letter from the student’s physician, Health Services, or Athletics stating: length of time of physical restrictions; recovery time; how the temporary condition will impact student’s academic endeavors, etc. for SAS files.

Student Accessibility Services  can assist  temporarily disabled students by:

  1. Meeting with the student to review what he/she needs to plan for in this period of temporary disability and how it will impact his/her academics and meeting course requirements.
  2. Sharing information on how the temporarily disabled student can be accommodated and what accommodations are available. Reviewing academic accommodations available within Student Accessibility Services.  Accommodations include: 
    1. Use of the SAS Testing Center for regularly scheduled or make-up exams requiring additional time. The student is responsible for making all arrangements with his/her faculty for tests to be delivered to SAS.  The SAS exam cover sheet must be filled out and signed by the student and the faculty member prior to the time of the exam.
    2. Laptop computers (non-Internet) to compose short answers/essays for exams in Testing Center.
    3. Notetaking for class notes.  SAS will provide the necessary steps a student must take to obtain a class notetaker.
      • Students may ask the professor for assistance in securing a volunteer notetaker.
      • Students may ask a classmate to volunteer to copy and share notes.
      • The copy machine located in Student Accessibility Services is available for copying class notes.
    4. Scribing service.  A student may make arrangements for a SAS staff member to serve as a scribe to assist with the writing portion of an exam or a writing assignment. This arrangement must be made 5 days prior to a scheduled exam or writing assignment.  On-call scribes are not available.
  3. SAS is not responsible in any way to inform faculty of a student’s temporary disability or excuse a student from a class due to a medical appointment or treatment.

If you have any questions regarding your temporary disability and how Student Accessibility Services can assist, please visit SAS in the Center for Academic Development on the 1st floor of the Main University Library or call 401-254-3841.