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Accommodations Explained
The Accessible Learning Centre (ALC) is here to help you understand some of the accommodations that we often receive questions about. Each section provides the definition of the accommodation, details when it is used and how it works. We invite you to reach out to the office with any further accommodations questions.
Make sure you register with the ALC and activate your accommodations.
Alternate format is an alternate means of presenting print information so you can access resources.
When It Is Used
If you use text-to-speech software, Braille and other tools to access information because you have a print disability and cannot read, see, or manipulate hard copy printed materials.
Alternate formats can be electronic and/or braille options.
How the Accommodation Works
- Request alternate format materials for reading through Accessible Learning Online prior to the start of each term.
- Contact the transcription technologist to arrange time to pick up materials (Waterloo students contact etext@wlu.ca, Brantford students contact lbetext@wlu.ca)
- Provide the transcription technologist with original textbook receipts and is provided access to the alternate format materials.
Alternate Formats Guidelines
The ALC has a transcription technologist who handles all of the requests for converting print course material into alternate formats. You must initiate the request.
Strict copyright laws are followed during this procedure. You must show proof of purchase for the course material and agree to use it solely for your own learning. The ALC’s transcription technologist may contact your instructor for course material information in order to provide alternate format to you in a timely manner.
Your instructor can contact the ALC regarding your needs to ensure the course material is accessible.
An option to audio record lectures with a personal recording device for later review.
When It Is Used
Audio recording of in-person lectures may be warranted to address functional limitations such as:
- Compromised reading abilities (e.g., slow processing speed or dyslexic impairments) arising from a learning disability.
- Impairments making it difficult to focus and concentrate for sustained periods of time.
- Reliance on adaptive technology (e.g., screen readers or speech-to-text software) to read and/or write.
- Difficulties with focusing on lecture content while taking notes due to learning disability or attention disorder.
How the Accommodation Works
- You are permitted to audio record lectures on a personal recording device such as a digital recorder, your phone, or your computer. ALC staff can work with you to find the best device to record lectures with.
- You must abide by the Audio Recording E-Agreement, which is to be completed each term through Accessible Learning Online.
You must complete an agreement to ensure you are using your recordings responsibly in a way that respects the intellectual property of the instructor. This includes agreeing to only using the recordings for your own use and deleting the recordings after you complete the course.
To help facilitate a quality recording, you may request to put a recorder or phone close to your instructor or sit close to the front of the classroom.
This accommodation provides consideration for students who may require additional time to complete assignments that extend beyond the assigned deadline date by the instructor.
When It Is Used
You may receive this accommodation because of:
- Compromised reading abilities (e.g., slow processing speed or dyslexic impairments) arising from a learning disability.
- Fluctuating and unpredictable periods of ill-health associated with mental health disabilities or chronic illnesses.
- Impairments making it difficult to focus and concentrate for sustained periods of time.
- Reduced or limited stamina due to physical disabilities or injuries.
- Reliance on adaptive technology (e.g., screen readers or speech-to-text software) to read and/or write.
How the Accommodation Works
- Consideration for extensions on assignments/projects may be warranted on a case-by-case basis for disability related reasons by the instructor.
- You are recommended to work closely with Learning Strategist to work on time management and planning strategies.
- Contact your instructor prior to the assignment deadline to discuss potential extension. You should be prepared to bring work to your instructor when requesting extension.
- Your consultant may support in communicating an extension request to the course instructor prior to deadline.
- Your instructor will make decision about the approval and nature of extension at their discretion.
This accommodation provides students with additional time beyond the length set by the instructor. It applies to exams of any length. Students may have an additional 10, 15, 20, 30, 45, or 60 minutes per hour to complete a given timed assessment.
When It Is Used
You may receive this accommodation because of:
- Compromised reading abilities (e.g., slow processing speed or dyslexic impairments) arising from a learning disability.
- Impairments making it difficult to focus and concentrate for sustained periods of time.
- Reduced or limited stamina due to physical disabilities or injuries.
- Reliance on adaptive technology (e.g., screen readers or speech-to-text software) to read and/or write.
How the Accommodation Works
- Submit your timed assessment request on Accessible Learning Online.
- Exam coordinators will schedule you to write in ALC testing centres or in rooms around campus, invigilated by ALC proctors.
- Extra time is determined based on the original length of the exam communicated to the ALC by the course instructor.
- Arrive to your assessment on time to receive your full extra time accommodation.
- For online assessments in online courses, you must activate testing accommodations at the beginning of the term and extra time accommodations will be set up by eLearning.
- For online assessments in all other course delivery methods, the instructor sets up your extra time accommodations.
- For online assessments where lock down browser is being utilized, the ALC may arrange virtual proctoring.
- In general, you will write at the same time/day as the rest of the class. Exceptions include your spacing accommodations (for example, one exam/day or no early morning or evening exams), which may allow you to write outside of testing dates/times with instructor notification.
A memory aid is a testing accommodation used to provide triggers to enable better recall of studied content.
When It Is Used
If your memory retrieval is impaired due to a disability, you are permitted to bring and use a memory aid during a timed assessment.
To use this accommodation, you must provide the following documentation:
- Validated measures of performance validity.
- Memory assessment that:
- Demonstrates actual learning took place.
- Recalls the learned information after a standardized period of time.
- Confirms that you failed to retrieve the learned information.
- Confirms that you could recall it when given cues.
Confirms that the difference between your spontaneous recollection and cued recollection is significantly larger than it is for other students (e.g., normed comparisons).
How the Accommodation Works
- Contact your accommodation consultant at the beginning of each term to inform them of which courses you will require this accommodation.
- Abide by all procedures outlined in the Memory Aid Guidelines (see below).
- Bring a pre-approved memory aid with proof of faculty approval to the exam (e.g. printed email from faculty or faculty signature on memory aid). Proctors will not allow use of memory aids without proof of faculty approval.
- Submit memory aid with completed assessment.
- For online assessments using lockdown browser, display the approved memory aid (front and back) to the camera at the start of the assessment so the course instructor can review the video footage to confirm it is the approved memory aid.
- For virtually proctored assessments with Accessible Learning, you are required to open the email verifying faculty approval for their current memory aid, then share your screen and email with the proctor.
Memory Aid Guidelines
You must show proof of approval from the faculty to the proctor before writing your test/exam and ensure that memory aid meets the following guidelines:
- Double sided, 8 1/2" x 11" sheet of paper (handwritten or typed).
- 12 point font or larger.
- Written in English (unless course appropriate).
- Provides cues ("triggers") you developed from the course material to assist in the recollection of previously learned information.
- May include acronyms, pictures, acrostics, visual chains, mnemonics, mind maps, diagrams, or other symbols.
- May be organized in a variety of ways, including chronologically, by modules, themes, chapters, theories, and applications.
- Includes only cues to learned information that you cannot retrieve.
- Only makes sense to you and typically, would not be useful to other students in the course.
A memory aid accommodation is not:
- A substitute for studying or exemption from mastering course material.
- Answers to exam or test questions, a study or answer sheet.
- Course notes or copies of course slides.
- Lists of specific facts, details, or concepts upon which you are being tested for your recollection.
This accommodation provides students with access to lecture notes shared from volunteer note takers enrolled in their classes.
When It Is Used
You may receive this accommodation due to:
- Cognitive and/or physical disabilities.
- Difficulties in taking copious class notes while listening and taking in the essence of lecture.
- Physical disabilities that may impact taking notes such as Rheumatoid Arthritis, Cerebral Palsy, etc.
How the Accommodation Works
- You can request note takers through Accessible Learning Online.
- A coordinator recruits and appoints volunteers to courses which have note taker requests.
- Volunteers will upload notes to Accessible Learning Online where you can view and download notes.
- You are required to abide by the responsibilities agreed to, in the note taking agreement.
This accommodation provides you with consideration for an alternative means to demonstrate your participation in a course, which differs from the stated means of participation set by the instructor.
When It Is Used
Consideration for a participation alternative may be warranted if you experience an invisible disability that requires an alternative to verbal participation in the classroom.
This consideration may assist with such functional limitations as:
- Impairments due to brain injuries.
- Exacerbation of symptoms related to mental health disorders.
- Comorbid symptoms of health and mental health conditions.
How the Accommodation Works
In-person learning components:
- Written assignments or responses to specific questions that can be shared with the class by someone else reading them aloud.
- If class discussion is required, consider allowing the student to complete Q&A or respond to comments in an alternative way (such as utilizing technology, answering emails, responding to discussion board posts, etc.).
This accommodation provides you with an alternative to presentations or an alternative option to how a presentation is executed, without altering the learning outcomes of the course.
When It Is Used
You have documentation that demonstrates consideration around an alternative to presentations due to such functional limitations caused by:
- learning disabilities
- attention disabilities
- mental health disabilities
- cognitive impairments
How the Accommodation Works
If you have been assessed for this accommodation, reach out to your instructor to request consideration for upcoming presentations in the class.
Your instructor will work with you to meet your accommodation needs while not altering the learning outcomes of the course.
There may be courses wherein presentations are included as a learning outcome and no consideration can be made.