If a student has a disability that is episodic or cyclical in nature, where acute symptoms flare and impact the student’s ability to submit an assignment on time, or where treatment and hospitalization may be required, the Office of Accessible Education may determine that a student is eligible for the accommodation of flexibility with deadlines. This accommodation only applies to disability related symptoms. Requests for flexibility related to common illness, personal conflict, or other non-disability related circumstances should be held to the same standard as defined in the course syllabus. If eligibility for the accommodation of flexibility with deadlines is established, it must then be determined if and how this accommodation will be implemented in each individual course.  

This accommodation is intended to remove barriers to access and help provide an alternative way for a student to complete essential course requirements. However, the accommodation may not change or lower the essential learning objectives of a course. In some instances, timely submission of assignments may be fundamental to the course learning objectives, and therefore, this accommodation will not be appropriate.

Please note that this accommodation is designed to specifically address the impact of a brief, periodic health or medical experience that interferes with the student’s ability to submit an assignment on time. In some cases, after course analysis, reasonable adjustments may not be possible and the student’s final grade may be impacted should the student choose to stay in the course. Other options, such as a course withdrawal or a medical leave of absence, may need to be discussed in certain situations. Responsibility for completing all class work is always in effect.

Individual assessment of each course is necessary in order to determine if and how this accommodation will be implemented. It is required that students and instructors complete the Deadline Agreement Form prior to this accommodation being in effect. Until a plan is created and the signed form is submitted to the Office of Accessible Education, this accommodation is not in place for the course, and accommodations cannot be applied retroactively. It is important that the agreement form be completed at the start of each semester, prior to any missed deadlines, and the form should be submitted to the Office of Accessible Education before the last date to add classes has passed. This allows students to make adjustments to their course schedules if needed. If there is an unexpected delay in the completion of an Agreement Form, students should contact the Office of Accessible Education as soon as possible.

It is the student’s responsibility to notify the course instructor of their accommodation eligibility via AIM and to initiate the completion of the Deadline Agreement Form with their instructor. During this conversation, students are not required to disclose information related to the nature of their disability beyond the frequency with which their ability to submit assignments on time might be impacted. The student should never provide medical records, doctor’s notes, or disability related documentation to the instructor. Students are not required to submit additional documentation to their instructor, including flags from BatesReach, in order to use an accommodation.

Accessible Education is available at any point to provide support to students and faculty in navigating this accommodation.

Developing the Accommodation Plan

If it is determined that a student is eligible for the accommodation of flexibility with deadlines, the student and instructor must work together to complete a Deadline Agreement Form. The plan must include considerations related to exams, projects/presentations, papers, and communication expectations should the student need to use their accommodation (example: students needing to notify instructor within 24 hours of missed deadline due to disability). Students and instructors must complete the Deadline Agreement Form and submit it to the Accessible Education office before the last day to add a class has passed. The accommodation is not in effect until the form has been submitted.

Instructor Responsibilities

Once an instructor receives a notification letter from the Office of Accessible Education indicating that a student is eligible for the accommodation of flexibility with deadlines, the instructor is responsible for the following:

• Prior to meeting with the student, instructors must review the Questions to be Considered by the Instructor.
• Meet with the student to complete the Deadline Agreement Form. Ensure that the form includes clearly defined parameters.
• Consult with the Office of Accessible Education with any questions or concerns. 

Student Responsibilities

If the Office of Accessible Education has determined that a student is eligible for the accommodation of flexibility with deadlines, the student is responsible for the following:

• Notify instructors of accommodation eligibility via AIM.
• Schedule a meeting with the instructor to complete the Deadline Agreement Form at the beginning of each semester.   
• Submit the signed form to the Office of Accessible Education before the last day to add a course. The form must be submitted in order for the accommodation to be in effect.
• Maintain regular communication with your instructor throughout the semester as outlined in the completed agreement form.
• Consult with the Office of Accessible Education with any questions or concerns as soon as they arise.

Important Notes

• The accommodation of flexibility with deadlines is not in effect until the Office of Accessible Education receives the Deadline Agreement Form signed by the instructor and student.
• Accommodations cannot be applied retroactively.
• Most courses will have limitations to late coursework that, once exceeded, make it impossible to meet the learning objectives.
• If flexibility is required affecting a final assignment, students should discuss options with their instructor, which may include a course deferral.