1.0 Reason for Procedure(s)

1.1 The University of Manitoba strives to ensure an accessible learning and working environment and thereby is committed to providing reasonable accommodation of the needs of the person with documented disabilities.

1.2 The purpose of these procedures is to support an accessible learning environment where students with disabilities, who are admitted to the University of Manitoba, can gain access to all programs for which they are academically qualified.

2.0 Procedure(s)

2.1 Definitions

2.1.1 Student(s) with a Disability(ies): Any student(s) registered with the Disability Services (DS) office following procedures as outlined in section 2.3.

2.1.2 Accommodations: A service provided through the DS office which allows the student access to programs at the University of Manitoba.

2.1.3 DS Advisor: DS staff responsible for providing direct service to students with disabilities.

2.1.4 Interpreter: DS Staff American Sign Language/English interpreter responsible for providing course-related interpretation.

2.1.5 Invigilator: DS Staff responsible for overseeing tests and exams written at DS.

2.1.6 Scribe/Reader: DS staff responsible for working one-on-one with a student to write on behalf of the student or read course-related information to the student.

2.1.7 Computerized Notetaker: DS staff responsible for providing in-class notetaking services on a computer for students who are hard of hearing or deaf.

2.2 Accommodations for Students with Disabilities

Students requesting disability-related accommodations are responsible for initiating with the DS office and making the nature of their disability and/or their needs known in a timely fashion. Where possible, students are requested to declare their needs to DS staff before or at the time they register for, or are admitted into, a program.

2.3 Registering with the DS Office

2.3.1 DS staff are available to assist both students and staff members if adaptations are necessary for students to accomplish academic goals. In order to facilitate appropriate accommodations of a student’s disability related needs, DS requests that students with disabilities register with the office as soon as possible. (See Section 2.2)

2.3.2 Students registering with DS must provide the following information:

2.3.2.1 Name, contact information, student number

2.3.2.2 Documentation from an accredited health professional which
should include:

a) Name of diagnostician;
b) Name of the diagnostic tests used;
c) Date of the Clinical testing;
d) How the disability will affect the student on campus, in classroom settings, and during tests and exams;
e) An indication of the duration of the student’s period of disability;
f) Recommendations of appropriate accommodations to be made for that student.

2.3.3 All personal information, including personal health information, shall be kept confidential in accordance with The Freedom of Information and Protection of Privacy Act (Manitoba) and The Personal Health Information Act (Manitoba).

2.3.4 Based on information provided by an accredited health professional, expertise of DS staff, and standards for accommodations for similar disability types, DS will coordinate the implementation of appropriate and reasonable accommodations for students with disabilities.

2.3.5 Students must schedule a meeting with DS staff to discuss their accommodations and acquaint themselves with the DS procedures. The following documents should be prepared by DS staff for each student as required:

a) Instructor Letter (outlining individual needs for distribution to instructors); and
b) Tests/Exams Particular Forms (to be completed for each test/exam).

2.3.6 As part of the registration process, students should be made aware of the Canada Study Grant program of funding.

2.4 The Canada Study Grant

2.4.1 All eligible students will be requested to complete an application for a Canada Study Grant or notify DS of ineligibility for the grant.

2.4.2 Upon receipt of a Canada Study Grant, any portion designated for services retained through the DS office at the University of Manitoba should be submitted to the DS office. A receipt will then be issued to the student for their records.

2.5 Priority Registration

2.5.1 Priority registration allows certain students to access the registration system before their scheduled registration date. Students may require priority registration for several reasons, including the need to schedule classes at certain times of the day, the need to know class requirements and times well in advance in order to order textbooks in alternate formats, or the need for staff to notify instructors of any necessary accommodations.

2.5.2 The date for priority registration is listed in The University of Manitoba Calendar as "Registration for students with disabilities".

2.6 ASL/Computerized Note-taking Interpretation

2.6.1 DS provides ASL/English interpretation and computerized note-taking to students who are Deaf or hard-of-hearing.

2.6.1.1 Students must be registered at the University of Manitoba and DS.

2.6.1.2 A meeting with the appropriate DS Advisor must be arranged to discuss interpreting needs, preferences and other accommodations through DS.

2.6.1.3 A timetable must be provided immediately following acceptance into courses. The timetable must include the course names,
numbers, slots, labs, locations, and professor names if available.

2.6.1.4 Students are expected to adhere to University of Manitoba regulations regarding attendance in classes. Interpreters will wait, outside the class, fifteen minutes for late students for classes up to 90 minutes long. For classes longer than 90 minutes, the interpreters will wait 30 minutes.

2.6.1.5 Students may request interpreting services for any appointments they have at the University of Manitoba, for example, special lectures, administrative meetings, etc. DS must be provided with the following information: names of the people involved, date and time of the appointment, expected duration, location, general nature of the appointment and language preference (ASL, English-based signing, etc.) Students should provide as much advance notice as possible to increase the chances of finding available interpreters.

2.6.1.6 Students who are Deaf or hard-of-hearing may choose to write their tests or exams in the class or with the DS office. If they would like to write in DS they must follow the appropriate procedure for booking tests and exams (see Section 2.11).

2.6.1.7 Interpreting services are provided to all students who require them, regardless of the personal resources of the student. Some students may choose to apply for external funding to supplement the provision of these services on campus.

2.7 Textbooks in Alternate Form

2.7.1 Textbooks can be ordered in alternate format for students who are blind, visually impaired, or have a print disability such as dyslexia or other learning disability. Texts are supplied by Special Material Services, Government of Manitoba.

2.7.2 Students must be registered with Alternate Format Services and with Reading for the Blind & Dyslexic in order to receive this service. Once registered, students can either deal directly with Alternate Format Services or can order books through the DS office. If the student wants DS to order the books on their behalf, they must provide their book list three months in advance to allow for delivery or production of books.

2.7.3 Texts are available in Braille, electronic format, large print, or audio format. Students may need a 4-Track Tape Player in order to listen to the audiotapes. DS has a number of these machines, and loans them to students.

2.8. On-Campus Transportation

2.8.1 The University of Manitoba operates a wheelchair accessible van. Students with mobility disabilities may use the transit service to and from their classes on campus. Rides must be booked in advance, through the DS office.

2.8.1.1 Students must contact DS (in advance) with the following information:

a) Name, student number, phone number
b) Schedule for rides (i.e. pickup and drop off times);
c) Location preference (i.e. the door that is preferred); and
d) Equipment used (i.e. wheelchair, crutches, cane etc.)

2.8.2.2 DS staff will contact Physical Plant dispatch office in order to arrange for transportation.

2.8.2.3 Students are responsible to report any changes in their schedules to the DS office as soon as they occur. If a student consistently misses a ride, they will be removed from the transportation schedule.

2.9 Lift Keys

Several elevators and lifts at the University of Manitoba campus require key access. DS signs out keys to students or visitors to campus.

2.10 Classroom Accommodations

2.10.1 Instructor Letters

As soon as students are registered for courses, DS sends a letter to each of their instructors. The letter informs the instructor that the student is registered with DS and the instructors are invited to an information session regarding the provision of accommodations to students with disabilities.

2.10.2 Special equipment in the classroom

2.10.2.1 DS has an inventory of adaptive equipment that can be placed in classrooms for students use. This equipment includes ergonomic chairs, podiums, height adjustable tables, tape recorders, and in some cases, video equipment. Students must contact DS to arrange for this equipment, and must provide room numbers and the times the equipment is needed. DS staff will contact Physical Plant to have the equipment transferred to the classroom.

2.10.2.2 In some cases, equipment has been shared between the University of Manitoba, University of Winnipeg, and Red River College. This is done on a case-by-case basis and is arranged by the Coordinator of each institution.

2.10.3 Volunteer Note-Takers

2.10.3.1 Students whose disability makes it difficult for them to take notes in class can be provided with Volunteer Note-Takers in their classes upon request. An announcement is made on behalf of the student asking for volunteers. The student is not pointed out, and in some cases the student remains anonymous and notes will be dropped off at the DS office under a code name. If the student wishes, they can arrange to share notes from someone else in the class on their own.

2.10.3.2 DS allows any student registered with the office to use the photocopier free of charge. Students and/or their note-takers can copy notes in the DS during office hours. If a student is unable to get to the DS office during regular office hours, DS can arrange to purchase a copy card for the student to use elsewhere on campus.

2.11 Test and Exam Accommodations

2.11.1 Scheduling Tests/Exams

2.11.1.1 Students who wish to access test or exam accommodations should contact DS at least two weeks in advance in order to book the test/exam and to receive a Test/Exam Form.

a) Students must provide DS with the following information:

i) Title of the course and course number;
ii) Time slot (include time and day of week);
iii) Professor name and phone number;
iv) Date of the test/exam; and
v) Time of test/exam,

b) Students must then contact their instructor and ask them to fill out the Test/Exam Form completely. Students should encourage the Instructor to read the entire particular form and to fill the form completely. It is very important to be able to contact the Instructor before, during and after the exam time in the event that the student (who is writing in the DS office), has a question.

2.11.2 Acquiring Tests and Exams

2.11.2.1 The Instructor (or their designate) is expected to bring the test or exam to the DS office prior to the scheduled start time. During Final Examination periods, the Registrar's Office (RO) prints some of the exams. In a course where the RO prints the exam DS will retrieve the exam from the RO and in that case, the Instructor does not need to deliver the exam to the DS office.

2.11.2.2 DS will contact the Instructor one or two days before the scheduled test/exam to remind them to provide a copy of the test/exam to the office.

2.11.2.3 Test and Exams shall be kept in a locked drawer until they are written. Completed tests/exams shall be sealed, stamped and filed in the office for pickup by the Instructor or their designate.

2.11.3 Invigilating Tests and Exams at DS

2.11.3.1 DS adheres to the regulations for invigilating tests and exams as set out in the University of Manitoba General Academic Regulations and Requirements Section 4.2 "Examination", Policy: Examination Regulations. Except when special permission has been granted by the instructor, students are expected to complete their tests/exams during the same time slot as their classmates. The University of Manitoba Examination Regulations permit a student to arrive up to thirty minutes late for a regularly scheduled examination. To safeguard examination security, students writing with DS must arrive within thirty minutes of the scheduled start time, and must remain for thirty minutes from the start time of the regularly scheduled test/exam.

2.11.3.2 Students shall be closely supervised at all times while writing tests/exams. If students have questions for their professors, DS staff will try to contact the instructor by phone or by walking to the room where the exam is being written. Instructors are encouraged to visit the DS office during the exam in case of questions.

2.11.4 Use of Readers and Scribes

Readers and Scribes are staff in DS who provide assistance for students with reading, writing, or typing their tests, exams, and assignments. Reading and scribing takes place in many different forms, including reading exam questions, typing test answers onto a computer, filling in a bubble sheet for a student, etc. Readers and Scribes must record the student’s answers word-for-word. They do not interpret or re-word the exam questions or the student's answers.

2.12 The University of Manitoba cannot guarantee accommodations and may be required to alter the level and/or type services and accommodations it provides without breaching its legal obligation under this policy.

2.13 Working with Faculty

DS staff are available to Faculties, Schools and Departments, and individual Instructors for consultation regarding accommodations for students with disabilities.
DS can provide informational workshops, handouts, feedback, on course outlines and evaluation methods, and informal advice on accommodating particular students.

2.14 Challenging/Disagreeing with Proposed Accommodations

DS staff have expertise in reviewing professional documentation and determining appropriate accommodations for students registered at DS. If a proposed accommodation is considered to compromise the academic integrity of a course or program of study, Faculty members or students may contact the Coordinator of DS to discuss the area of concern. If the matter is not resolved at this level, a referral to the Director of Student Advocacy and Resource Services shall be made. If the matter requires further consideration, either the Director of Student Advocacy and Resource Services or the faculty representative or student may refer the matter to the Executive Director, Student Services for resolution.

3.0 Accountability

3.1 The University Secretary is responsible for advising the Vice-President (Academic) and Provost that a review of the Procedure is required.

3.2 The Vice-President (Academic) and Provost is responsible for the communication, administration and interpretation of these procedures.

4.0 Review

4.1 Formal Procedure reviews will be conducted every ten (10) years. The next scheduled review date for Procedures is January 27, 2019.

4.2 In the interim, these Procedures may be revised or rescinded if:

(a) the Vice-President (Academic) and Provost deems it necessary; or
(b) the relevant Policy is revised or rescinded.

4.3 If these procedures are revised or rescinded, all Secondary Documents will be reviewed as soon as reasonably possible in order to ensure that they:

(a) comply with these revised procedures; or
(b) are in turn rescinded.

5.0 Effect on Previous Statements

5.1 These Procedures supersede the following:

(a) all previous Board/Senate Procedures, and resolutions on the subject matter contained herein; and
(b) all previous Administration Procedures, and resolutions on the subject matter contained herein; and
(c) Policy: Accessibility for Students with Disabilities (January 26, 1995)

6.0 Cross References

Policy: Accessibility for Students with Disabilities

Policy and Procedures: Respectful Work and Learning Environment

Examination Regulations