Disability Services for Students

To be eligible for disability-related services through the DSS office, students must (1) be qualified and admitted to TAMIU, (2) be a person with a disability, as defined by ADA amendments Act of 2008 as a physical or mental impairment that substantially limits, that prohibits or significantly restrict one or more life activities, (3) self-identify as a student with a disability through the completion of the DSS application process, and (4) may need to present appropriate, comprehensive, documentation regarding their stated disabilities. Once all of these requirements have been met, reasonable accommodations are determined on a case-by-case basis by a meeting held between DSS staff and the student.

• A physical impairment is defined as any physiological disorder or condition, cosmetic disfigurement, or anatomical loss affecting one or more body systems: neurological, musculoskeletal, special sense organs, cardiovascular, reproductive, digestive, genitourinary, hemic, lymphatic, skin, endocrine, and respiratory (including speech organs).
• A mental impairment defined as any mental or psychological disorder meeting DSM-5 diagnostic criteria for emotional disorder or mental illness, neurodevelopmental disorders [specific learning disabilities, attention deficits, autistic-spectrum disorders] etc.).
• Major life activities are many and varied and may include such functions as caring for one's self, working, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, listening, thinking, communicating, memorizing, and processing information just to name a few.

The application process includes the following:

Student must self-identity by completing an Accessible Information Management (AIM) Application, which is then followed by setting up an appointment with the DSS Staff to complete the Initial Meeting.

The AIM Application Form is a brief questionnaire intended to allow students to describe their history, their disability, the impact of their disability, condition(s), explain the specific academic accommodations and services being requested.

Documentation supporting the request for academic accommodations must be provided by a licensed independent professional, i.e., physician, psychologist, psychiatrist, etc. The documentation submitted to the DSS office is intended to establish the nature of the student's disability, and condition(s) related impact to the student in the educational setting, Student Barriers.

After receipt and review of the student's application and documentation, DSS staff will contact the student to schedule the Initial Planning Meeting. At this time, approved accommodations will be determined, and students will sign all appropriate and necessary informed consent, release of information, and accommodation agreement forms necessary to support accommodations request for the current or upcoming semester.

General:

Documentation guidelines allows for consistency and compliance with federal statutes, to legitimize a student's request for accommodations, to assist in the determination of appropriate accommodations for the student, and to personalize the student's right to equal access to the university.

Sources of information used for determining a disability and/or accommodations may include a student's self-report, direct observation and interaction with the student, and/or documentation from qualified evaluators or professionals.

Student Self-Report:

Students are asked to complete application forms as it provides an opportunity to describe their disability and the accommodations they want to receive. Students are encouraged to supplement the application forms with a brief narrative that further describes their disability, their experiences related to their disability, barriers faced, and previous accommodations (effective or ineffective), and so on.

Documentation:

Disability-related documentation should provide information on the functional impact of the disability so that effective accommodations can be determined. Criteria for the source, scope and content of documentation differs by disability type. Documentation may include assessments, reports, and/or letters from qualified evaluators, professionals, or institutions.

Please note that the TAMIU DSS office reserves the right to make a determination on the appropriateness of submitted documentation and requests for accommodation(s) on a case-by-case situation. Also, keep in mind that documentation acceptable for other agencies and institutions (e.g., vocational rehabilitation agencies, public schools) may not be sufficient for determining post-secondary services.

Acceptable documentation should reflect the following:

1. Specific diagnoses supported by documentation.
2. Documentation should be current.
3. Evaluation findings that support all diagnoses, to include relevant background history, tests administered, test scores (composite and subtest scores), test results, and interpretation of test results.
4. Identification of associated functional limitations or symptoms and how these functional limitations or symptoms substantially impair major life functioning. Keep in mind that functional limitations inform which accommodations are appropriate.
5. Severity of disability and/or expected progression.
6. Current and/or past accommodations.
7. Current medications and any related side effects, if applicable.
8. Specific recommendations for accommodations based on identified diagnoses and associated functional impairments.
9. Documentation should be on a letterhead, typed, dated, and signed with the evaluator's name, address, telephone number (in the event that the office needs to contact them), and professional credentials relevant to the diagnosis.

The DSS office provides students with a variety of Medical Health Forms (Templates) forms that can be completed by the student's provider, if other forms of documentation are not available or sufficient.

In addition to services to students with permanent disabling conditions, the DSS office also provides services on a temporary basis. Documentation from a licensed professional is needed to provide these services.

Temporary Services: Individuals with temporarily disabling conditions like a broken limb(s), a hand injury, or short-term impairment following surgery or medical treatments may need access to services and resources similar to individuals with permanent disabilities. Eligibility for temporary services will be considered on an individual, case-by-case basis.

Determination of Accommodations:

• With the documentation provided by the student, the student and the DSS Staff will jointly decide on the most appropriate and reasonable academic accommodations.
• Reasonable accommodations, appropriate for the disability, will be determined based on recommendations in the documentation, standard best professional practices, and discussion with the student of past experiences with accommodations.
• Accommodations requested must not create an undue hardship on the financial or administrative resources of the University.
• In general, the professional best practice standards of the Association for Higher Education and Disabilities (AHEAD) will be followed to determine appropriate accommodations.

The student should be aware that there is often a difference in the types of accommodations provided by elementary/secondary schools and post-secondary (higher education) programs. Indeed, accommodations and modifications in higher education are fewer, and there is greater emphasis placed on helping the student develop the most effective learning strategies and skills to aid in their academic and personal pursuits. At the postsecondary education level, students are solely responsible for decisions regarding their accommodation needs. Parents may attend meetings with their student and Disability Services Staff at the student's discretion.

Verification of Disability Letters

• The DSS office provides Faculty Notification Letters for each semester.
• Faculty Notification Letters will verify that the student qualifies for accommodations under the Americans with Disabilities Act (ADA) and the Rehabilitation Act as well as specify the type of accommodations that has been approved by the DSS office.
• The Faculty Notification Letters are written to respect the student's confidentiality. The nature of a student's disability is only shared on a 'need to know' basis and then only with the student's written permission.
• Accommodations for a particular student may vary to some extent semester-to-semester depending upon the course content of the student's classes. It is the student's responsibility to notify the DSS Office when a specific course format requires changes or additions to the Faculty Notification Letters. Any modifications to the accommodations require a consultation with, and approval of the DSS Office.
• Students should meet with their professors in regards to their accommodations each semester. The student may provide their Faculty Notification Letter to their professors or request them each semester through AIM.
• Each student is expected to communicate with their professors in regards to their accommodations. This will afford the student the opportunity to self-identify with instructors and discuss issues related to the accommodations they need in class. The student decides how much specific information they want to make available to the faculty in addition to what is already included in the Faculty Notification Letter.

The DSS office ensures that all information and communication pertaining to a student's disability is maintained in accordance with applicable law, including the Family Educational Rights and Privacy Act (FERPA).

Only designated staff will have access to student files maintained by the DSS Office.

Release of information (ROI) is permissible with written permission from the student and with few exceptions.

Students should contact the DSS office in order to discuss their rights regarding disclosure of information and review of available forms to provide written consent for release of information.

Disclosure of information is allowable under certain conditions. Examples below illustrate different conditions. Examples are not exhaustive. They include:

• to school officials with legitimate educational interest;
• to comply with a judicial order or lawfully issued subpoena;
• to appropriate officials in cases of health and safety emergencies.

A confidential file, in hard copy and/or electronic format, is maintained on each student who has made a formal request (submitted an AIM application) for services. Information typically includes demographic information, initial application, documentation of disability, correspondence, list of approved accommodations, and history of faculty notification requests/letters.

All records are managed and retained in accordance with Texas A&M University System regulations and applicable state law. For more information regarding the requirements/schedule, please contact the DSS Office.

If a student would like to request a copy of their documentation, the request must be made in writing. The written request can be delivered to STC 124 or by email to disabilityservices@tamiu.edu.

It is the student's responsibility to:

• Meet with their instructor(s), during office hours or scheduled appointment, each semester to discuss specific details and implementation of approved academic accommodations. The Faculty Notification Letter becomes effective once the instructor receives it. Accommodations are NOT retroactive.
• Alert the DSS office immediately if information within the Faculty Notification Letter does not appear to be accurate or if there are any problems in the delivery of requested accommodations or the process of being accommodated.
• Cancel or modify the Faculty Notification Letters, as necessary.
• Monitor their TAMIU email for alerts from the DSS office (disabilityservices@tamiu.edu and AIM noreply@kea.accessiblelearning.com).
• Contact the DSS Office if you have any questions or concerns regarding their accommodations at any time during the course of the semester.

Enroll in Classes: Students are encouraged to enroll early for classes before desired classes are filled. This will require meeting with advisors early.

Requests for services and equipment. Students need to inform the DSS office as early as possible if assistive equipment is required as it may take 2-4 weeks to have ready.

Follow Testing Center's Procedures. Students are expected to follow the Test Rules and Regulations prominently posted.

• For approved Alternative Testing Accommodations it is the student's responsibility to schedule tests and quizzes through AIM.
• Please arrive 10 minutes early to the testing site. Students that do not arrive early will be turned away.
• Exams must be scheduled at least 48 business hours in advance to ensure adequate preparations. Exams must be taken during the regular class time unless alternative times are approved by the DSS Coordinator and the professor. The DSS office is open Monday through Thursday from 8am to 5pm, and Friday's from 8am to 3pm. Please be aware that business hours are subject to change.
• You will need to present a valid photo ID on arrival for scheduled exam. A valid photo ID can include your TAMIU student ID, a valid driver's license, a current passport, a state- or country-issued ID, etc.
• For security reasons, you will be asked to place ALL personal items -- coats, jackets, hoodies, electronic devices (including smart watches), backpacks, papers, books, and the like -- in a provided locker. You will not be able to access any personal items during testing.
• Lockers are small. You are encouraged to secure large personal items in your vehicle or leave them at home prior to arriving for testing.
• The DSS office does not allow students to download software to our computers or bring outside computers or electronics of any kind into the testing cubicles. If the exam requires specialized software, please contact the DSS office well in advance of your scheduled exam.
• Exams must be completed in one sitting. Students are NOT allowed to leave their testing cubicle. Restroom breaks are allowed, if needed.
• Come prepared with the necessary / approved supplies and materials specific to your exam. Please specify any approved materials in your AIM test request.

Report needs and problems as they arise. In the event that initial accommodations do not meet a student's needs or do not seem possible because of a specific course requirement, it is the student's responsibility to contact the DSS Office to determine what other accommodation options are available.

Understand and follow all procedures. Students should review DSS Policy and Procedures each semester (available online and in the DSS office). Students can reference a copy of the Faculty Notification Letters and other agreement forms from the DSS office through their AIM Profile. Students are encouraged to review these agreement forms and Faculty Notification Letters each semester. Students are responsible for following ALL DSS policies and procedures and for reporting any need for clarification or change of agreement with the DSS Office.

Class Attendance. Class attendance policies are determined by each instructor. If a student has chronic health or other disability-related problems that may cause them to miss class, they should discuss attendance requirements and options with all professors and the DSS Coordinator as early as possible (preferably before the class begins). The use of a note-taker does not excuse a student from attending class. Please see TAMIU Attendance Rules regarding its policy on absences.

Follow the Student Code of Conduct. Having a documented disability does not excuse a student from following TAMIU's rules, policies or procedures. Please refer to Student Handbook containing the Student Code of Conduct on the TAMIU's home webpage.

Referrals by DSS office. Students are expected to follow-up on all referrals in a timely fashion. Students should contact the DSS Staff if a referral does not meet their needs so that other options or referrals can be discussed.

Tutoring Support. The DSS office does not provide tutoring services. However, tutoring services are available to all students through The Academic Center for Excellence and TRIO Student Support Services.

Scheduling Appointments with the office of DSS. Students are encouraged to call ahead to make an appointments to speak to the DSS Staff. The DSS office is open Monday through Thursday from 8am to 5pm, and Friday's from 8am to 3pm. Please be aware that business hours are subject to change. In the case of an emergency, students should contact the DSS Office as soon as possible.

Campus emergency assistance: University Police are the first responders on campus for all emergencies. Emergency assistance may be obtained 24 hours a day by contacting University Police at 956.326.2911.

Medical emergencies: As first responders, University Police will provide initial assessment and contact other emergency personnel as needed.

Procedures for Emergency Evacuation of Buildings:

• Elevators are not operational during fire and other building evacuation alarms. Therefore, in emergencies, some students with disabilities (such as those with limited mobility or visual impairments) may need assistance in evacuating the building.
• Students with disabilities like limited mobility or visual impairment should move to the staircases in buildings during fire emergencies or fire drills; and call 911 or University Police Department 956.326.2911 for assistance. Staircases are fire-resistant. Students are encouraged to ask an instructor, classmate or passer-by to stay with them until the police arrive.

TAMIU and the DSS Office maintain that students have the right to file a grievance when they believe equal access has been denied in regard to appropriate accommodations, modifications, auxiliary aids, or when they believe they have been discriminated against as described in Section 504 of the Rehabilitation Act of 1973 or the Americans with Disabilities Act of 1990 Amendments Act of 2008.

Texas A&M International University has general grievance procedures that pertain to all (disabled and non-disabled) students. These procedures can be found in the Student Handbook.

There are also two additional grievance procedures established specifically for students with disabilities who feel their rights have been violated under the Rehabilitation Act of 1974 or Americans with Disabilities Act (ADA) of 1990 Amendments Act of 2008.

• The first procedure (Informal Grievance Procedure) is recommended for resolving disability-related conflicts with faculty, staff, campus organizations and/or other students.
• A student is encouraged to discuss his/her concerns with the DSS Staff who will contact the parties involved, as appropriate, to determine resolution. For instance, the DSS Staff may attempt to resolve the matter by assisting the student in discussing issues with a faculty member, by facilitating a meeting of the parties involved, or by calling the faculty member and/or head of the department in an effort to clarify and resolve issues. The student and other involved parties will be notified by the DSS office of the resolution of the matter within days. Due to the urgency of many issues, it is likely that many problems will be resolved much sooner.
• A student may take further action if they do not believe a satisfactory resolution was reached after intervention by the DSS Coordinator. Students should notify the Dean of the appropriate College with disability-related academic concerns and/or the Vice President of Student Success for disability-related non-academic concerns.

The second (formal Grievance Procedure) is recommended for resolving conflicts with the DSS office staff.

• When a student has a complaint against the DSS Office and/or one of its staff members, the student should first discuss the complaint with the DSS Director. The issue may be resolved at this level.
• If the complaint is not satisfactorily resolved, or for a specific reason cannot be discussed with the DSS Director, the student should contact the Vice President of Student Success to discuss the matter in an attempt to resolve the issue. After the matter has been investigated, the Vice President of Student Success will inform the student and the involved parties of the progress, findings, or resolution within days.
• A student has the right to bypass the DSS office and go directly to the Vice President of Student Success.

If after utilizing these procedures a satisfactory resolution is still not obtained, the student may choose to file a complaint with the Federal Office of Civil Rights (OCR). The Office of Civil Rights will take complaints and investigate when appropriate.