After an accommodation has been authorized, a member of the SSD staff will generate an “Accommodation Letter” on behalf of the student. An original copy of the letter, complete with the appropriate staff signature, is provided for each class in which the student will require accommodation(s). These accommodations may or may not change; however, students are required to provide a new accommodation letter for each class each semester. The letters are given to each student to deliver to their instructors as early in the semester as possible. Accommodation letters will not be mailed directly to the instructor; students are responsible for delivering their letters to their own instructors.
It is important that each student discuss their accommodation needs with their instructors. If the class is taught on campus, we recommend that the student set up an appointment and meet with the instructor one-on-one. If for any reason the instructor believes that any accommodation is inappropriate or may not work in a given course, the instructor should contact SSD immediately to discuss the issue; instructors should never simply deny an accommodation without consulting with SSD first.
Students may pick up their letters in the SSD office at the front desk. Letters can also be mailed directly to the student at the student’s request. Each letter the instructor receives should be dated for the current semester and should be a signed, original copy. A copy is also placed in the student’s file in the SSD office and additional copies may be requested when necessary.
When needed, SSD can provide digital copies of the student’s accommodation letter via email (.pdf). Please note that these letters do not include any specific disability or medical information and are not subject to HIPPA regulations; however, SSD does take certain procedural steps to insure confidentiality for each student.
This procedure is outlined below:
- Notify SSD that you will need digital copies of your letter sent to your instructors. This notification may be made via telephone or email. Please note the email address of the SSD staff person who will be providing your letter.
- Send an email message to each instructor for any course in which an accommodation is required. On the “cc” line of the email, include the email address of appropriate SSD staff person. Double check each email address to insure accuracy. The content of the message itself varies, but should mention that the student is requesting accommodations for the course in question and that SSD will be providing the appropriate accommodation letter.
- A member of the SSD staff will reply to all email address included in the email. The reply will include a brief message regarding the accommodations and a .pdf attachment of the student’s accommodation letter.
- If the student does not see a reply within 24 hours (1 business day), they may want to follow-up with the appropriate SSD staff person. Sometimes email does not get delivered properly or this is a problem with attachments; if no reply is forthcoming within two or three business days, please notify SSD of the delay.
It is important that students follow this procedure. This insures that accommodation letters are sent only to email addresses provided by the student. Since the digital copy cannot be signed, it is essential that the accommodation letter come from an authorized WSU address and NOT the student’s own email address. Instructors should not accept any accommodation letter unless it comes directly from SSD. For this reason, SSD does not send accommodations letters to the student’s email address alone.
We’re happy to answer any questions you might have regarding the policies or procedures outline above. Please call us at 801-626-6413 for assistance.