Step 1: The student contacts the Services for Students with Disabilities (SSD) Office located in the Lee Drain North Annex building (next to Farrington) to schedule a disability intake appointment. SSD recommends that new students schedule their intake appointments at least two (2) months prior to the start of their first semester at SHSU. Untimely requests may result in delays in the receipt of services, if approved. Students needing accommodations or auxiliary aids and services, such as sign language interpreting, for the purpose of the intake appointment should notify SSD of their need for such arrangements at least two (2) weeks prior to the intake appointment. (See below for information on intake procedures for distance learners.)
Step 2: The student submits documentation of his/her impairment to SSD in advance of the intake appointment. The documentation must be consistent with the SSD General Documentation Guidelines. The Accommodation Counselor will review the documentation submitted by the student in order to determine his/her eligibility for services. SSD reserves the right to request additional and/or updated documentation of the student’s impairment, in the event that the documentation initially submitted is deemed insufficient and/or out of date. The student will assume the cost of any additional evaluations that may be required for the purpose of documentation. SSD may require up to one (1) month to review documentation, once received. Students may fax or mail documentation to SSD (see the contact information on the SSD home page) or present documentation in person to SSD support staff at the SSD Office.
Step 3: The student meets with the Accommodation Counselor for the intake appointment at the SSD Office. In the course of this appointment, the student completes a Confidential Intake Form and reviews and signs the Rights and Responsibilities Regarding Students with Disabilities. The student discusses his/her accommodation requests with the Accommodation Counselor. In the event that the student is approved for services, the Accommodation Counselor develops an accommodation plan in consultation with the student. The plan indicates the specific classroom accommodations and related services to which the student is entitled. In some cases, the intake process may entail follow-up appointment(s) to allow for the review of additional documentation and/or further consideration of the student’s requests.
Step 4: If approved for accommodations, the student notifies SSD support staff of his/her need for Classroom Accommodation Forms (CAF’s) prior to each semester for which accommodations are sought. The CAF’s indicate the specific accommodations to which the student is entitled in his/her academic courses. The student is responsible for obtaining his/her CAF’s at the Services for Students with Disabilities Office.
Step 5: The student schedules an appointment with each of his/her course instructors to present the CAF and discuss the arrangements for accommodations. The student obtains each instructor’s signature on the pertinent CAF. Both student and instructor detach their respective copies of the CAF, and the student then returns the original to SSD.
Step 6: The student completes an updated Confidential Intake Form at the start of each academic year. Students with impairments of a dynamic nature may be required to submit documentation updates.
Distance Learners: Distance learners may request a telephone intake with the Accommodation Counselor (see the contact information on the SSD home page for voice and TDD numbers). In such cases, the Intake and accommodation forms (if approved) may be conveyed by any of several means, depending on the format and/or location of the course(s) for which the student is registered, the nature of the accommodations (if any) for which the student is approved, and the access that the student has to his/her instructor(s). The Accommodation Counselor will address these arrangements with the student in the course of the intake process.
Note: Due to the nature of electronic communication, the privacy/confidentiality of information sent by such means as e-mail and fax cannot be guaranteed.