Procedure for Accessing Services

Procedure Number: OCPR 300-02-01

Title: Procedure for Accessing Services

Students are requested to follow these procedures for accessing services:

  1. Students wanting service from Student Disability Services (SDS) must submit a Request for Services form.  This form can be accessed from the Student Disability Services webpage on the Olympic College website.  Students who have questions about the form or need assistance completing it should contact SDS.
    Students then meet with a member of the SDS staff to engage in an interactive discussion about support services, auxiliary aids, and/or accommodations as appropriate.
  2. The SDS staff member explains policies and procedures, accommodation plans, faculty letters, support services, etc.
  3. Services and/or accommodations are implemented.  All accommodation plans are considered “conditional” until the student provides documentation of their disability to SDS.
  4. Students must submit documentation to SDS within 12 weeks of the commencement of services. If documentation is not received within 12 weeks, services will be suspended until documentation confirming the presence of disability is received. See Procedure Number OCPR 300-02-02 for information regarding documentation requirements.
  5. Once appropriate documentation is received, it will be reviewed by SDS staff, who will work with the student to make appropriate adjustments to their accommodation plan. The plan will then become permanent.
    1. Students may request a review and adjustment of their accommodation plan at any time. Students requesting additional accommodations may be required to provide additional documentation supporting their request.  
  6. Continuing students must renew their services every quarter. This can be done through the student’s online portal located on the SDS webpage on the Olympic College website.

Faculty who are approached by students requesting accommodations are asked to refer those students to SDS and are discouraged from providing accommodations without appropriate correspondence from SDS and following all required SDS procedures. This ensures consistency and compliance with all state and federal regulations. If a student offers to provide documentation of their disability directly to faculty, the faculty should again refer the student to the SDS office. Documentation MUST reside in the SDS office and not in personal faculty files.

Procedure Number: OCPR 300-02-02

Title: Procedure for Documentation of a Disability

We’ve put together these guidelines to help students and their evaluators provide helpful documentation of a disability. This documentation is important because it supports a student’s request for appropriate accommodations. The professional sharing this information should know the student’s condition firsthand and be an impartial professional who isn’t related to the student. 

Documentation shall:

  1. Be current, typically within the last three years. The age of acceptable documentation is dependent upon the disabling condition.  Students with documentation older than three years should consult with Student Disability Services to see if their documentation contains the information necessary to move forward.
  2. Specify the diagnosis/health condition.  This should include relevant DSM-V or ICD code.
  3. Identify the severity level of each identified condition (mild, moderate, severe).
  4. Describe current symptoms of the condition for which the student is requesting accommodations.
  5. Describe the current functional impact or limitations of the disability on learning or other major life activities.
  6. Include the credentials of the diagnosing professional(s). In addition to the requirements listed above, certain disabilities may have additional guidelines, as outlined below:

Psychiatric Disabilities: Documentation must also include the DSM-IV diagnosis and a summary of present symptoms in a written report from a psychiatrist, licensed psychologist, certified social worker (CSW or ACSW), or licensed professional counselor.

Attention Deficit Hyperactivity Disorder: Documentation must include a statement of the presenting problem; identifying the nature of the ADD/ADHD (verifies a pattern of inattention and/or hyperactivity/impulsivity that currently affects learning). Professionals considered acceptable for evaluating ADHD are licensed physicians, neuropsychologists, psychologists, qualified medical doctors.

Learning Disabilities: Documentation should validate the need for services based on the individual’s current functioning in the educational setting. A school plan such as an individualized education plan (IEP) or a 504 plan may be insufficient documentation, but it can be included as part of a more comprehensive assessment battery. A comprehensive assessment battery and the resulting diagnostic report should consist of a diagnostic interview, an assessment of aptitude and academic achievement, information processing, and a diagnosis. Assessment and any resulting diagnosis should consist of and be based on a comprehensive assessment battery, which does not rely on any one test or subtest. Individual “learning styles,” “learning differences,” “academic problems,” and “test difficulty or anxiety” in and of themselves do not constitute a learning disability. The tests used should be reliable, valid, and standardized for use with an adolescent/adult population. The test findings should document both the nature and severity of the learning disability. The following professionals would generally be considered qualified to evaluate specific learning disabilities provided they have additional training and experience in the assessment of learning problems in adolescents and adults: clinical or educational psychologists, school psychologists, neuropsychologists, and learning disabilities specialists.
 

Additional Information Regarding Your Documentation

Recommendations from professionals with a history of working with the individual provide valuable information for the review process. They will be included in the evaluation of requests for accommodation and/or auxiliary aids. Where such recommendations are congruent with the programs, services, and benefits offered by Olympic College, they would be given deference; however, the final determination of the appropriate accommodations rests with the college.  When recommendations go beyond the services and benefits provided by the College, they may be used to suggest potential referrals to service providers outside the College.

For individuals who are or have recently been receiving services from a state rehabilitation agency, much of the requested information will be contained in your most recent eligibility evaluation and/or your vocational plan.

For individuals transferring from another college, information related to your disability will not be sent with a transcript request. You must request that information separately. Additionally, the information requested by Olympic College may or may not have been a part of your previous college’s evaluation process.

For individuals who have recently been receiving services from a public school system, the information requested would most likely be contained in the Psycho-educational evaluation from your most recent reassessment. This information must be requested separately from your high school transcripts.

The Student Disability Services offices shall make appropriate determination of reasonable accommodations for students based on documentation provided. The authority to make such decisions on behalf of the institution has been assigned by the President of the college.
 

Procedure Number: OCPR 300-02-03

Title: Procedure for Course Substitutions

Course substitution may be requested with the following procedures:

1. All requests for course substitutions shall be submitted to the Dean of Student Enrollment Services a minimum of two days prior to the Graduation Appeals Committee meeting, held once per quarter. Consult with the Admissions and Records Office regarding the date in any given quarter. The request must include the following information:

  • An explanation of the relationship of the student’s disability to the lack of success in completing the course;
  • Current relevant medical or psychological documentation, which includes functional impact of the disability and its duration, when appropriate (please refer to the section on General Guidelines for Documentation of a Disability);
  • A description of the accommodations previously received by the student in the course or relevant subject area, if attempted;
  • A release signed by the student, authorizing the Committee to review the student’s documentation and to contact the evaluating professional, if necessary.

The request may also include other relevant information, such as letters from instructors and/or tutors who have first-hand knowledge of the student’s attempts in the required subject area.

2. Course substitutions will be approved only when such requests are consistent with the essential degree requirements.

3. Students may contact the Office of Admissions and Records for further details regarding specific requests.

4. The Dean of Student Enrollment Services shall respond in writing to all requests within one week of the Appeals Committee meeting. The response shall include a brief summary of the basis for the decision.

Procedure Number: OCPR 300-02-04

Title: Accommodations Appeal Process

Introduction

If students are not satisfied with the accommodations provided after engaging in the interactive accommodation process, they have the right to appeal decisions made by the Student Disability Services (SDS) office at Olympic College. The following process outlines the steps for submitting an appeal.

Step 1: Initial Review Meeting

  1. Request a Meeting: The student should request an initial review meeting with the Director of Student Disability Services. This meeting can be initiated in person, by letter, email, or telephone. It allows the student to discuss the decision and provide any additional information or documentation that may not have been considered.
  2. Meeting Outcome: During the meeting, the Director will review the original decision, the student's concerns, and any new information provided. A decision will be made and communicated to the student in writing within 5 business days of the meeting.

Step 2: Formal Appeal Submission

If the student is not satisfied with the outcome of the initial review meeting, they may proceed with a formal appeal.

  1. Submit a Written Appeal: The student must submit a written appeal request to the Vice President of Student Affairs and include:
    • A clear statement of the decision being appealed.
    • The reasons for the appeal, including any relevant facts or documentation.
    • A description of the steps taken to resolve the concern.
    • A description of the desired outcome or accommodation.
  2. Acknowledgment of Appeal: The Vice President of Student Services will acknowledge receipt of the appeal within 5 business days and will begin an independent review of the case.

Step 3: Appeal Review

  1. Review Process: The Vice President of Student Affairs or an appointed designee will review the appeal. This may involve meetings with the student, the Director of Student Disability Services, and other relevant parties. The review will focus on whether the original decision was fair, reasonable, and compliant with college policies and applicable laws.
  2. Decision Communication: The decision on the appeal will be communicated in writing to the student within 10 business days of the appeal submission. The decision will include a summary of the review process and the rationale for the final determination.  Circumstances that may prolong the response of the Vice President or their designee include the intervention of a quarter break and other such circumstances that may render persons unavailable necessary for an appropriate resolution of the review.

Step 4: Final Appeal (If Applicable)
If the student remains dissatisfied after the formal appeal process, depending on the specific circumstances and applicable regulations, they may have the option to appeal to an external body, such as a state education agency or a legal entity.

  1. External Appeal: Students also have the right to file a complaint with the U.S. Department of Education Office of Civil Rights and/or seek other legal remedies under state and federal law, including the Washington State Human Rights Commission. The Department of Education requires complaints of discrimination to be filed within 180 days of the last known incident of discrimination. For further information regarding external complaint mechanisms, please refer to RCW 28B.10.910 through RCW 28B.10.914 and the Washington Law Against Discrimination, RCW 49.60

Confidentiality and Retaliation

  • Confidentiality: All information shared during the appeals process will be kept confidential and shared only with individuals involved in the review process.
  • Retaliation: The College prohibits retaliation against students who file an appeal. Any concerns about retaliation should be reported immediately to the Vice President of Student Services.

Conclusion
The appeals process ensures that all students receive fair and equitable consideration in providing accommodations. Olympic College is committed to supporting students with disabilities and ensuring their rights are upheld throughout their educational journey.