Office of Disability Services
Policy and Procedures
Manual
158-A Shaver Gym
Thibodaux, LA 70310
Office: (985) 448-4430
Fax: (985) 449-7009
Revised May 2012
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Table of Contents
Mission Statement ........................................................................................................................................ 3
Contact Information / Hours of Operation ................................................................................................... 3
Introduction .................................................................................................................................................. 3
Governing Laws ............................................................................................................................................. 3
Transition from High School to College ........................................................................................................ 4
Registration Procedure ................................................................................................................................. 5
Distance Leaner......................................................................................................................................... 5
Documentation Guidelines ........................................................................................................................... 5
Confidentiality ............................................................................................................................................... 6
Roles and Responsibilities ............................................................................................................................. 6
ODS............................................................................................................................................................ 6
Faculty/ Staff ............................................................................................................................................. 7
Student ...................................................................................................................................................... 7
Accommodations .......................................................................................................................................... 8
Assistive Devices / Technology ..................................................................................................................... 8
Absences ....................................................................................................................................................... 9
Personal Care Attendants (PCA) ................................................................................................................... 9
Service Animals ............................................................................................................................................. 9
Course Substitutions ..................................................................................................................................... 9
Grade Appeals ............................................................................................................................................... 9
Seizures and Other Medical Emergencies .................................................................................................... 9
Emergency Procedures ............................................................................................................................... 10
Medical Withdrawals .................................................................................................................................. 10
Handicapped Parking .................................................................................................................................. 10
Physical Accessibility ................................................................................................................................... 10
Grievance Procedure .................................................................................................................................. 10
ADA Housing ............................................................................................................................................... 10
Student Organization .................................................................................................................................. 11
Campus Resources ...................................................................................................................................... 11
Links/ Resources ......................................................................................................................................... 11
Frequently Asked Questions ....................................................................................................................... 11
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Mission Statement
The mission is to provide services which ensure equal access to education for qualified students
and referrals to both on and off campus resources. The Office of Disability Services (ODS) also
provides guidance for campus faculty and staff to ensure federal obligations under the American
with Disabilities Act is followed.
Contact Information / Hours of Operation
158-A Shaver Gym
P. O. Box 2087
Thibodaux, LA 70310
Phone: (985) 448-4430
TTY: (985) 449-7002
Fax: (985) 449-7009
Email: ods@nicholls.edu
The hours of operation are 8:00 a.m. until 4:30 p.m., Monday through Friday. Hours subject to
change at discretion of university officials. The office is closed on all university holidays.
Introduction
The Office of Disability Services (ODS) is a department in the Student Services unit which is in
the division of Student Affairs. The purpose of this office is to coordinate the needs of students
with documented disabilities with faculty, staff and administration to ensure equal education
access. This manual is to serve as a guide for all faculty, staff and students.
Governing Laws
Nicholls State University is committed to providing equal education opportunities for persons
with disabilities in accordance with Section 504 of the Rehabilitation Act of 1973, Title II of the
Americans with Disabilities Act of 1990 and the Americans with Disabilities Amendment Act
(ADAA) of 2008. The aforementioned laws protect individuals with disabilities from
discrimination, allow access to all programs and services and ensure equal access to education.
A disability is defined as a mental or physical impairment which substantially limits one or more
major life activities. Substantially limiting is defined as being unable to perform a major life
activity, or significantly restricted as to the condition, manner, or duration under which a major
life activity can be performed, in comparison to the average person or to most people. A major
life activity is defined as caring for oneself, performing manual tasks, walking, seeing, hearing,
speaking, breathing, learning, and working. (American with Disabilities Act of 1990 and Section
504 of the Rehabilitation Act of 1973)
Diagnostic categories:
 Clinical Disorders
According to the Diagnostic and Statistical Manual of Mental Disorders: Fourth Edition
Text Revision DSM-IV-TR(2000), ”mental disorders is conceptualized as a clinically
significant behavioral or psychological syndrome or pattern that occurs in an individual
and that is associated with present distress (e.g., a painful symptom) or disability (i.e.,
impairment in one or more important areas of functioning) or with a significantly
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increased risk of suffering death, pain, disability, or an important loss of freedom.”
Examples include, but are not limited to, anxiety disorders, bipolar, depression, and
Autism/Asperger’s.
Physical/Medical
Medical disabilities include any physical illnesses or medical conditions that interfere
with an individual’s daily functions. Examples include, but are not limited to, asthma,
Cerebral Palsy, epilepsy, Irritable Bowel Syndrome (IBS), Spina Bifida and paralysis.
ADD is “a persistent pattern of inattention and/or hyperactivity – impulsivity that is
more frequently displayed and more severe than is typically observed in individuals at a
comparable level of development.”
Learning Disorders
A learning disability affects the way an individual processes and articulates information.
It is called the invisible disability. Examples include, but are not limited to, auditory
processing disorder, Dyslexia and Dysgraphia.
Visual Impairment
A visual impairment is defined as “partially sighted, low vision, legally blind and totally
blind, are used in the educational context to describe students with visual impairments.”
(The National Dissemination Center for Children with Disabilities)
Hearing Impairment
A hearing impairment is defined as a “Sensorineural hearing loss (or nerve–related
deafness)… damage to the inner ear. Conductive hearing loss… outer and middle ear.
Mixed hearing loss… combination of conductive and sensorineural loss. Central hearing
loss… damage or impairment to the nerves or nuclei of the central nervous system…”
(Hearing Loss Association of America)
Temporary Disabilities
Temporary Disabilities include a short term medical/physical injury or condition which
inhibits normal daily functions and are short-lived. The condition may last from a couple
of months to three years. Examples include, but are not limited to, broken arm,
problematic pregnancy and recovery from surgery or accident.
Transition from High School to College
While governing laws apply to both school districts and postsecondary schools, responsibility of
the postsecondary institution significantly changes as compared to high school. In high school,
school personnel were responsible for identifying and implementing the need of
accommodations for students with disabilities. In postsecondary education, the student with
the disability must self-identify with the disability service provider.
It is the responsibility of the student to know and follow the postsecondary school’s procedures
for requesting accommodations.
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Registration Procedure
The student must first self-identify by scheduling an appointment with the Director. At this
appointment, the student should bring documentation that meets federal guidelines. If
documentation is sufficient, the necessary paperwork will be completed and accommodations
identified. The student will then have to attend each class one time, complete the Class
Schedule Form and submit it to ODS. Accommodation letters will then be provided to the
student to give to their instructors. Students will have instructors sign the Instructor Signature
Form and return this form to ODS for completion of the registration process. Accommodations
will not be provided until the Instructor Signature Form is received by ODS.
Distance Learner
Distance learners follow the same registration process as other students. Necessary forms can
be emailed to students for completion. Completed forms can be faxed to ODS to begin the
registration process but original forms must still be mailed. Once completed forms are
received, ODS will provide the student with accommodation letters for their instructors. For
the student’s convenience, the accommodation letter and Instructor Signature Form can be
scanned and emailed to the student. Students can email the accommodation letter and
Instructor Signature Form to their instructor. The Instructor Signature Form can be faxed,
emailed or mailed to ODS to complete the registration process.
Documentation Guidelines
Documentation should be on letterhead, typed, dated and signed by a licensed professional.
Federal guidelines identify seven elements of documentation:
1.
2.
3.
4.
5.
6.
7.
Credentials of the evaluator(s).
Diagnostic statement identifying the disability.
Description of the diagnostic methodology/tool.
Description of current functional limitations.
Description of expected progression or stability.
Description of current and past accommodations, services and/or medications.
Recommendations for accommodations, adaptive devices, assistive services,
compensatory strategies, and/or collateral support services.
While Section 504 plans or IEPs are useful in identifying a student’s needs, it is not sufficient
documentation for accommodations in postsecondary education.
Standard timeline for documentation is within three years; however, there are exceptions. If an
individual has a permanent diagnosis, meaning the condition will never cease, the
documentation can be more than three years old. (Examples include medical conditions such
as Cystic Fibrosis, Spinal Bifida, Traumatic Brain Injury (TBI), and vision/hearing impairments.)
For acute diagnosis, the documentation may have to be within the past year. (Examples include
emotional and psychological disorders.)
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Confidentiality
ODS is committed to ensuring that all information and communication pertaining to a student’s
disability remains confidential as required by law. The following guidelines about the treatment
of such information have been adopted by ODS and will be shared with students. These
guidelines incorporate relevant state and federal regulations.
1. No one will have immediate access to student files in ODS except office personnel. Any
information regarding a disability is considered confidential and will be shared only with
others within the university who have a legitimate educational interest. This
information is protected by the Family Educational Rights and Privacy Act (FERPA).
2. Sensitive information in student files will not be released except in accordance with
federal and state laws.
3. A student’s file may be released pursuant to a court order or subpoena.
4. There may be occasions when the Director or Administrative Assistant will share
information regarding a student’s disability at their discretion. Information will only be
shared if it has been determined that there is an appropriate legitimate educational
interest involved.
5. If a student requests a copy of an evaluation in their records, the student will have to
contact the original evaluator for documentation.
6. A student has the right to review his/her own file with reasonable notification.
Roles and Responsibilities
ODS staff, campus faculty/staff and the student with a disability each have roles and
responsibilities that are pertinent to ensuring equal access to education.
Office of Disability Services
ODS is devoted to providing academic support, accommodations, advocacy and referrals for
students with disabilities. Responsibilities include:
 Reviewing student’s documentation, evaluating eligibility, and identifying reasonable
accommodations.
 Requesting additional documentation, if needed.
 Providing accommodation letters to students.
 Consulting with instructors as needed to ensure understanding and implementation of
accommodations.
 Assisting in resolving student conflicts and coaching students on self-advocacy.
 Advocating for equal access.
 Educating the university community on disability awareness.
 Referring students to on and off campus resources.
 Obtaining and maintaining assistive technology.
 Reviewing and updating department website each Fall and Spring semester.
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Faculty/Staff
Responsibilities include:
 Maintain confidentiality of the student registered with ODS and discuss disability
related issues privately.
 Respect the privacy of the student’s diagnosis. They are not required under law to
disclose their actual diagnosis.
 Discuss the implementation of accommodations with the student.
 Hold students with disabilities to the same academic and behavioral standards as all
students.
 Ensure that the proposed accommodations do not substantially alter curricula
standards.
 Ensure accommodations listed on the accommodation letter are implemented.
 Consult with ODS with any questions about the appropriateness of required
accommodations.
 Do not provide accommodations for students not registered with a disability service
provider (ODS or Dyslexia Center).
 Refer students who may possibly have a disability to ODS for assistance.
 Include a disability statement on syllabi informing students of ODS.
Americans with Disabilities Act (ADA)
Students with a documented disability are entitled to classroom
accommodations under the ADA. To receive accommodations,
contact the Office of Disability Services at (985) 448-4430 or
158-A Shaver Gym. Additional information can be found at
http://www.nicholls.edu/disability/.
Student
Qualified students with disabilities have the right to an equal access to education.
Responsibilities include:
 Self-identify to ODS.
 Provide ample time between initial request and implementation of accommodations.
 Provide ODS with medical documentation that meets federal guidelines.
 For the initial semester, meet with the Director to review documentation, identify
accommodations and begin the registration process.
 Complete the registration process each semester requesting accommodations. Discuss
with instructors the implementation of accommodations. Return the Instructor
Signature Form before accommodations are implemented.
 Follow procedures according to ODS Student Contract.
 Have the same obligation as any student to meet and maintain the institution’s
academic standards.
 Schedule a meeting with the ODS Director to review or change accommodations as
needed.
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Accommodations
Accommodations for students are identified on a case-by-case basis and shall neither affect the
academic curricula nor compromise educational standards. The identified accommodations
may not be granted retroactively and are meant to ensure equal access to education. Examples
of accommodations include, but are not limited to:
 Preferential seating
 Use of a tape recorder
 Extended time on tests and in-class assignments
 Note takers
 Oral testing
 Textbooks on CD/Kurzweil
 Assistive technology
 Captionists/interpreters
During the registration process, students sign an agreement stating they will not abuse
accommodations. If accommodations are abused, the student will meet with the Director of
ODS to discuss consequences. Depending on the severity of the violation, ODS maintains the
right to terminate services at any time.
Assistive Devices/Technology
ODS will maintain software and hardware to accommodate the needs of registered students.
Registered students will receive instruction and training on technology needed for their
accommodation. While students are not allowed unlimited access, the use of this technology is
for testing purposes or to create audio textbooks. The following is an updated list as of
02/06/2012:
Software
• Dragon Naturally Speaking
• MathType
• Zoom Text
• JAWS
• Scientific Notebook
• All Software in ITS Open
• Kurzweil 3000
• Mega Dots
• Magic Touch
Hardware
 Braille machine & embosser
 Magnifying lens
 Touch screen computer
 Big keyboard/mouse
 Desktop computers, printers, and scanners
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Absences
Due to some chronic medical conditions, a student may qualify for the accommodation,
“consideration if absent or hospitalized due to medical condition.” Faculty identify their
attendance policy in their syllabi; this accommodation requests flexibility. The course
requirements and the nature of the course must be taken into consideration. This
accommodation does not allow the student to miss an unlimited number of classes.
Personal Care Attendants (PCA)
According to the Louisiana Department of Social Services, “The main role of a personal care
attendant is to ensure that the student’s needs are being met.” Such duties include personal
care/hygiene, assistance to/from destinations and any task that allows the individual to
participate in daily activities/education. ODS does not provide PCA attendants. If a student
with a disability is in need of a PCA, the attendant must be from an authorized agency.
Attendants do not participate in class or complete the student’s work.
Service Animals
The student must first self-identify by scheduling an appointment with the Director. At this
appointment, the student should bring documentation that meets federal guidelines. If
documentation is sufficient, the necessary paperwork will be completed and accommodations
identified.
Course Substitutions
Core courses and those that are deemed essential for a degree requirement cannot be
substituted; however, if the diagnosis interferes with one’s ability to participate in a course that
does not alter the curriculum, a substitution may be granted. The student must meet with and
receive approval from the department head for the area of study. The Director of ODS can
assist in the determination of course substitution. Once a determination has been made, the
student must notify ODS of the change.
Grade Appeals
When appealing a grade, students must follow the rules and procedures outlined in the
University Student Handbook (Section 5.1, pg. 17). If a student requests a letter from ODS for
the appeals board, they must provide a reasonable amount of time for a response. The letter
will state the student’s initial registration and participation in the ODS program. ODS will not
provide statements of character for the student in the appeals letter.
Seizures and Other Medical Emergencies
If a student has a diagnosis that may require medical attention, the student is strongly
encouraged to discuss their diagnosis with instructors, Housing, Residential Assistants (RA), etc.
to ensure proper response if the situation should arise. Students should also identify
themselves with University Health Services so they are aware of the student’s condition.
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Students registered with ODS who have a condition that may require immediate attention will
have a set protocol on the reverse side of their Letters of Accommodation for instructors.
Emergency Procedures
All students should familiarize themselves with the emergency procedures and exits posted in
each classroom. If students with disabilities have concerns or questions about emergency
procedures, they can contact the Safety Officer and/or ODS personnel. Wheelchair users
should avoid the elevator during emergencies, remain on the stairway balcony and ask
someone to notify emergency personnel. The stairway balconies are protected with fire safe
doors. Emergency personnel are trained to check these areas.
Medical Withdrawals
To withdraw during a semester, undergraduates must contact University College (234 Elkins
Hall) and graduate students must contact the office for their program of study.
Handicapped Parking
In order to receive handicapped parking on campus, the student must have a Nicholls decal
along with a state issued handicapped tag/decal. If a student should have any issues with
parking, he/she should contact Parking Services at (985) 448-4526 or visit their office located in
Calecas Hall.
Physical Accessibility
ODS seeks to ensure that students with disabilities are provided equal access and reasonable
accommodations appropriate to their disability in all programs offered through Nicholls State
University. If a student is confronted with any barriers, they need to contact ODS and/or the
ADA Compliance Officer.
Grievance Procedure
If a student feels like they have been discriminated against or harassed due to their disability,
they should contact ODS and/or refer to the Student Code of Conduct Handbook (Section 7, pg.
32) for further assistance.
If a student has an academic grievance, they should refer to the Student Code of Conduct
Handbook (Section 5, pg.19).
ADA Housing
To request an ADA accessible room, contact Housing and Residence Life at (985) 493-3305 or go
to http://www.nicholls.edu/housing/.
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Student Organizations
Beta Sigma Iota (BSI) is an honorary student organization at Nicholls State University whose
mission is to provide advocacy services and awareness of disabilities. Although BSI is a student
organization, it is also opened to faculty, staff, and alumni. For more information about this
organization, please contact ODS.
Campus Resources
University Counseling Center
(985) 448-4080 http://www.nicholls.edu/counseling/
University Health Services
(985) 493-2600 http://www.nicholls.edu/health/
Career Services
(985) 448-4517 http://www.nicholls.edu/career/
Women’s Resource and Services Office
(985) 448-4470 http://www.nicholls.edu/wrso/
Office of Disability Services
(985) 448-4430 http://www.nicholls.edu/disability/
Student Educators and Leaders
(985) 448-4523 http://www.nicholls.edu/seals/
Campus Recreation
(985) 448-4828 http://www.nicholls.edu/recreation/
Links/Resources
For updated information on resources and other links which may be of further assistance, refer
to the ODS website (http://www.nicholls.edu/disability/links-and-resources/).
Frequently Asked Questions
1. Q. What constitutes a disability?
A. A disability is defined in the American with Disabilities Act of 1990 and Section 504
of the Rehabilitation Act of 1973 as a mental or physical impairment which
substantially limits one or more major life activities.
2. Q. What does “substantially limiting” mean?
A. According to Section 504 of the Rehabilitation Act of 1973, substantially limiting is
defined as being unable to perform a major life activity, or significantly restricted as
to the condition, manner or duration under which a major life activity can be
performed, in comparison to the average person or to most people.
3. Q. What is a “major life activity?”
A. According to Section 504 of the Rehabilitation Act of 1973, a major life activity is
defined as caring for oneself, performing manual tasks, walking, seeing, hearing,
speaking, breathing, learning and working.
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4. Q. What should I do if I have a disability and want to receive accommodations?
A. If you have a disability, you will need to provide documentation of that disability to
the Office of Disability Services. A qualified professional, who is licensed or certified
to diagnose the disability in question, must provide the documentation. An
appointment should be scheduled with the Director of the Office of Disability
Services at Nicholls to review the documentation and the need for services.
5. Q. I received accommodations in high school and I used an Individualized Education
Plan (IEP) or School Board Level Committee (SBLC). Can I use the IEP or SBLC as
documentation?
A. The IEP and SBLC are valuable resources of information, but it cannot be used as
documentation for Nicholls.
6. Q. If I am a client of the Division of Vocational Rehabilitation is there anything special
I should know?
A. The Division of Vocational Rehabilitation will often fund services for you, if you are
completing a college degree as a part of your DVR employment plan. You must
advise the Director of the Office of Disability Services that you are using the
Vocational Rehabilitation Office.
7. Q. How can I obtain a permit for accessible (handicapped) parking?
A. To get a handicapped parking permit, contact Parking Services at (985) 448-4526 or
visit their office located in Calecas Hall.
8. Q. I need a large desk or left-handed desk in my classroom. Who do I contact to
request a desk?
A. Contact ODS at (985) 448-4430 to get a large or left-handed desk delivered to your
classroom. Please have the buildings and room numbers available when calling.
9. Q. I had an accident and I am on crutches or I have a cast on my hand. Can the
Disability Services Office help me?
A. Yes. The Office of Disability Services will assist students with temporary disabilities.
You must bring a written statement from your doctor explaining the injury and the
length of the temporary disability. If you injure your hand and you are unable to
write, the Office of Disability Services can assist by providing a note taker and/or
writer for exams.
10. Q. How does an instructor know what accommodations will be made?
A. Once the student has provided the Office of Disability Services with their class
schedule, letters are typed to each instructor identifying the student’s
accommodations. The student should meet with each instructor to discuss the
specific accommodations that the instructor finds most adaptable or appropriate for
the class.
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