The Basics of Academic Accommodations

An academic accommodation is an individualized adaptation in the way a student receives course curriculum and materials, participates in course activities and/or demonstrates task, course or program requirements. It is informed by three principles: respect for dignity, individualization, as well as integration and full participation.

Academic accommodations are necessary to address barriers in education that would otherwise prevent students with disabilities from having equal opportunities, access and benefits. Under the Code, education providers have a legal duty to accommodate the needs of students with disabilities who are adversely affected by a requirement, rule or standard. (Lakehead University Accommodations and Access for Students with Disabilities and Medical Conditions Policy and Procedures)

Students can be registered with SAS for a wide variety of disabilities and /or medical conditions including:

• Learning Disabilities

• ADHD

• Psychiatric

• Mental Health

•  Chronic Medical Conditions

• Acquired Brain Injuries

•  Mobility

•  Vision Loss

•  Hearing Loss

The term disability can refer to a broad range and degree of perceived, temporary, chronic, or permanent conditions that may include:

a) any degree or combination of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical coordination, blind or low vision, deaf or hard of hearing, muteness or speech impediment, or physical reliance on a service animal, support person, assistive appliance or device, 

b) a condition of mental impairment or a developmental disability, 

c) a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language, 

d) a mental illness, 

e) a medical condition, or 

f) an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997 SO 1997, c 16, Sched. A. 

(Accommodations and Access for Students with Disabilities and Medical Conditions Page 5 of 7) 

Although sections 10 (a) to (e) of the Code set out various types of conditions, it is clear that they are merely illustrative and not exhaustive. It is also a principle of human rights law that the Code be given a broad, purposive and contextual interpretation to advance the goal of eliminating discrimination. The definition of disability under the Ontario Human Rights Code is flexible and encompasses new and emerging disabilities and disabilities for which a precise diagnosis is unclear or has not yet been determined. (Lakehead University Accommodations and Access for Students with Disabilities and Medical Conditions Policy and Procedures)

Academic accommodations are provided to students with disabilities and/or medical conditions on an individual basis considering: 

• The student’s understanding of their experience of their disability.

• Current medical documentation from the student’s healthcare professionals.

• Course/Program components that may require accommodation due to barriers.

Disclosure of the nature of a student’s disability and/or medical condition is not required. (Confidentiality/Use and Disclosure of Personal Information; Lakehead University Accommodations and Access for Students with Disabilities and Medical Conditions Policy and Procedures) The focus for providing accommodations is on the functional limitations experienced by the student related to the disability and/or medical condition. Students may experience a variety of functional limitations due to their disability and/or medical condition that impact their academics, some descriptions of these impacts are listed and can assist in informing the rationale for an accommodation:  

• (vision, learning disabilities, ADHD, mental health, acquired brain injuries, chronic pain) reading or information processing; comprehension.

• (learning disabilities, ADHD, mental health, acquired brain injuries, chronic pain) formulating and articulate written expression responses.

• (mental health impacts) where a student needs to incorporate strategies for symptom management, such as calming or breathing techniques.

• (chronic pain, acquired brain injuries/concussions, or other physical impacts) where pain may slow cognition and focus.

• (attention deficit, concussions, or other neurodiverse impacts) which may interfere with concentration and focus.

• (vision loss  and or hearing loss) where a student requires the use of adaptive technology or individualized support (e.g., reader or scribe) to access course content and/or communicate response. 

• (medical needs) where a student needs to monitor things such blood sugar levels or pain.

• (temporary injuries, such as hand or arm injuries) that affect the student physically.

A functional limitation is the effect or effects of the disability on learning and in the learning environment that prevent a student from completing a task or a range of tasks, whether simple or complex, that affect academic functioning. Functional limitations are used to identify reasonable accommodations in lieu of asking for diagnoses (Lakehead University Accommodations and Access for Students with Disabilities and Medical Conditions Policy and Procedures).

As per The Policy “The accommodations process involves the University’s duty to accommodate under the Ontario Human Rights Code, RSO 1990, c. H.19 (the “Code”), including the Faculty, Department, or Program’s duty to provide reasonable accommodations and the student’s duty to participate in the accommodation process. The accommodation process is a collaborative one that involves: 

(a) the student; 

(b) the instructor; 

(c) Student Accessibility Services (SAS); 

(d) the Faculty, Department, or Program; and where required, 

(e) the Office of Human Rights and Equity.” 

(Page 1; Accommodations and Access for Students with Disabilities and Medical Conditions Procedures)

Once a student has registered for accommodations, instructors will be sent a course specific email from the student’s SAS Advisor with an accommodation letter attached as a PDF. The email has important information about accommodations, Lakehead University policies regarding student accommodation, and the Ontario Human Rights Commission policy specific to accessible education.

The accommodation letter that is attached as a PDF lists the student’s course specific accommodations. “Upon receipt of the Accommodation Plan (letter): 

1. The instructor shall, within five (5) business days of receiving the accommodation plan, or in an expedited manner if the nature of the matter is urgent, 

a. Implement the requirements of the accommodation plan in conjunction with SAS and the student, and/or 

b. Consult with their Dean and collaborate with SAS to discuss alternative solutions related to the accommodation plan if necessary. 

c. If unable to implement the accommodation(s) in dispute due to undue hardship, the instructor and their Dean, shall refer the matter to the Chair of the Accommodation Team by completing an Accommodation Team Application Form” (Page 3; Accommodations and Access for Students with Disabilities and Medical Conditions Policy and Procedures)

• The SAS Advisor can be contacted by replying to the email containing the accommodation letter, using the SAS Advisor's contact information at the bottom of the student’s accommodation letter or by emailing SAS.

• Thunder Bay Campus and Orillia Campus SAS Contact Information

• SAS welcomes and encourages communication from instructors with questions or concerns regarding accommodations and discussion of “alternative solutions”.

From time to time instructors may have students disclosing a disability and/or medical condition and requesting that the instructor provide accommodation for whom an accommodation letter has not been received from SAS for the student. 

• "Accommodations may be appropriately dealt with between staff/faculty and students all laws and policies shall be respected, including ensuring that students do not have to disclose a diagnosis and ensuring confidentiality" (The Policy)

• The instructor should always make the student aware of the Student Accessibility Services offices/services.

• The instructor can provide the student with the Thunder Bay Campus SAS Contact Information and Orillia Campus SAS Contact Information.

• With the student's agreement the instructor can offer to contact the SAS office by email or phone with the student included in the email or phone call or walk to student to the SAS office.

Instructors are encouraged to read and be aware of Page 2; Accommodations and Access for Students with Disabilities and Medical Conditions Procedures;Development of an Accommodation Plan:

• “Accommodation is a legal responsibility of the University, and the duty to accommodate rests on all staff and faculty. Per the Ontario Human Rights Commission’s Accessible Education for Students with Disabilities Policy, the duty to accommodate is engaged even where a student has not made a specific or formal request”.

• Instructors are encouraged to contact SAS to consult on any accommodation requests they receive.

Students are not required to disclose disability or medical condition related information to staff or faculty and any information that is disclosed to staff and faculty must be kept confidential.

• Do not ask students for their disability diagnosis.
• A student's academic accommodations should never be discussed in the presence of any others, including students and other staff or faculty or through a “chat” option of a zoom class.
• No reference should ever be made to a student being registered with Student Accessibility Services (SAS) in the presence of other students or where it is likely someone will overhear or in the “chat” option of a zoom class.

Best practices are to set up a private meeting or communicate privately by email with the student regarding accommodation needs. Instructors are welcome to include the SAS Advisor in email communication.

Any questions or concerns regarding a student's academic accommodations should always be directed to Student Accessibility Services (SAS).