ACCOMMODATIONS, GUIDELINES, POLICIES

The Office for Access and Disability Services is committed to working with campus partners to seek “reasonable accommodations” for students with disabilities. Our goal is to ensure that students with documented disabilities have an opportunity to grow independently to their full potential at Villanova.

ADS provides accommodations to students with physical disabilities, neurologically-based disorders that trigger a physical response, sensory disabilities, chronic health conditions that rise to a level of a disability, or a temporary injury that requires accommodations.  

Students with disabilities may request support services in accordance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA). Students must self-identify by providing notice of their disability and the required documentation to ADS.

Students with documented disabilities who need accommodations should register with ADS by completing the Online Intake form through Clockwork.

For students with learning disabilities, please connect with the Office of Learning Support Services (LSS). LSS is committed to providing “reasonable academic accommodations” for students with learning disabilities, ADHD, autistic students, and students with mental health conditions that rise to the level of disability. The goal of LSS is to ensure that students with documented disabilities have an opportunity to grow independently to their full potential at Villanova.  If you have questions, email learning.support.services@villanova.edu or call 610-519-5176.

New students must complete this two-step registration process to receive academic accommodations through the Office for Access and Disability Services. Students only need to complete the registration process during the first semester that they work with ADS.

Step 1: Complete the online intake form:

• Log into ClockWork for Students and select the Online Intake link.
• Click on the Register link in the menu to access this form. Log in using your Villanova username and password.
• Complete the form, upload documentation and click submit. Students must submit current documentation. Please refer to our Documentation Guidelines to determine which documentation is appropriate. If you have additional documentation to add once you have submitted the intake form, this documentation can be securely uploaded to the Student Files module on Clockwork.
  • If you have already sent us your documentation before filling out this form, you do not need to submit the documentation again.
    
  • You may also mail, fax or email documentation to ADS, instead of uploading it to this form.  

• You should receive a confirmation email once you have submitted your form. Please follow the directions detailed in the confirmation email. Submitting your registration does not automatically qualify you for accommodations.

If you try to complete the Online Intake Form and see the message “You have already completed the intake process,” this means that we had previously created a student profile for you in our system. You will still need to provide us with your documentation and schedule a meeting to discuss your accommodation needs. Your documentation can be securely uploaded to the Student Files module on Clockwork.

Step 2: Discuss your accommodation needs with an ADS staff member:

• Email Gregory Hannah, director of the Office for Access and Disability Services, to set up a meeting to discuss your accommodations.

You will not be eligible to receive or use your accommodations until you have a meeting with a member of the ADS team and complete the registration process.

All student requests for accommodations are handled by the Office for Access and Disability Services (ADS). 

New students must first register with ADS to receive accommodations. To register, log into ClockWork for Students and select the Online Intake link.

Requesting Accommodations

Once you are registered with ODS and are approved for accommodations, you will need to send a copy of your accommodation letter to the professors of the courses you are enrolled in to receive your accommodations. Students must complete the Request for Accommodations through ClockWork each semester. 

Steps:

1. Log into ClockWork for Students and select the Request for Accommodations link.

2. Select the Accommodations tab.

3. Select the Request button on the row that coincides with the course for which you would like to request accommodations. If you want to send letters to all your professors, you will have that option once you select the request button for one of your courses.

4. On the right side of the page, check all courses for which you are requesting an accommodation letter.

5. On the left side of the page, choose which approved accommodations you require for your courses.

6. If your accommodations are correct and no changes are required, select the My accommodations are correct the way they are button.

7. Once you have verified the accuracy of the information presented, select the “I agree to the terms outlined above” checkbox and select Submit. You will receive an email confirmation shortly after your request is submitted.

8. Your professor will receive an email notification to view your accommodation letter on ClockWork.

9. After you've sent your professors your accommodation letters, professors and students are expected to discuss the accommodations to make sure all parties are clear on what is needed. ADS staff are available to answer any questions or concerns.

Important things to remember:

• You have the option to send letters with the same approved accommodations to all your professors by checking all the boxes under Courses to Request. If you need specific accommodations for certain courses but not others, you may select specific approved accommodations for each of your courses.

• ClockWork also has a feature that allows you to notify ADS about any approved accommodation errors or needs for additional accommodations. Please indicate either “I need additional accommodation” or “I need to change or remove an accommodation” and select the Submit button. ADS will reach out to you after reviewing your request.

• You can check the status of your request for each course by returning to the Request for Accommodations link and checking the status column. This important feature allows you to see if your professor has confirmed receipt of your accommodation letter. 

• Professors must confirm accommodation letters before you are able to use the test-booking features in ClockWork.

• Do not send a letter if a course does not have the professor listed. Once a professor is assigned by the Registrar, the name will show up in ClockWork and you can send the letter. 

• If you make changes to your schedule during the drop/add period, the changes will be reflected in ClockWork in 24-48 hours.  

• Students in the College of Nursing who have more than one professor listed for a course will have the option to share their accommodation letter with the person listed as the primary professor. The primary professor will share it with the appropriate faculty member(s).

• Some students are enrolled in courses that are meant more as placeholders. For example, STLF (new student orientation). These “courses” may show up but do not have professors attached to them. You should not request accommodations for these placeholder “courses.”

• Student athletes with a VATH athletic schedule will have the option to send their accommodation letter to their Academic Support for Athletics staff member through Clockwork.
  

In order for a student with a documented disability to be considered for a housing accommodation, their appropriate medical provider should fill out the Housing Accommodations Form.

Once the form is completed in its entirety, the student can upload the documentation using the Online Intake Form (new students) or Student Files (students already connected with ODS or LSS) in ClockWork for Students. The Office for Access and Disability Services or Learning Support Services (depending on specific needs) will reach out to set up a time to discuss the request.

Please direct any questions regarding accommodations to ods@villanova.edu or learning.support.services@villanova.edu .

Learning Support Services (LSS) and the Office for Access and Disability Services (ADS) provide test proctoring services when professors are unable to provide all required testing accommodations for a student. Quizzes, tests, and final exams must be booked at least 3 business days in advance to take a test with LSS or ADS.

All LSS and ADS test proctoring requests are scheduled through ClockWork. LSS and ADS operate separate testing services. Please make sure you have selected the office that you are currently registered with for testing accommodations. If there are no dates and times available that work with your schedule, contact LSS or ADS, depending on the office you are registered with.

LSS Test Proctoring Hours

Monday - Friday, 9 a.m. - 5 p.m.

ADS Test Proctoring Hours

Monday - Friday, 8:30 a.m. - 4 p.m.

Scheduling a Proctored Test with LSS or ADS

1. Go to ClockWork: Student Login through myNOVA. Then select the Schedule a test or exam link.
2. Students who are registered with LSS should select the LSS Test Booking link. Students who are registered with ADS should select the ADS Test Booking link. You will be asked to log in using your Villanova username and password.
3. Select course. Choose the appropriate course from the drop-down menu.
4. Class Date and time. Enter when the class is taking the test and how long the class will get to take the test. ClockWork will calculate and apply approved time extensions. NOTE: Due to conflicts, students may need to take tests at a different time than the class. You will have the opportunity to enter this information.
5. Confirm professor info. Make sure professor information is correct.
6. Choose accommodations. Your approved testing accommodations will appear. Check off the accommodations you would like to use for this test. Any accommodations that remain unchecked will not be allowed during the test.
7. Select your test time. A date and time that works with your class schedule and our proctoring availability will appear. Tests are to be taken during class date and time if student schedule permits. Note: LSS or ADS proctoring times may impact scheduling. If none of the times in the list will work for you, please make alternate arrangements.
8. Confirm and complete. Student will receive an email confirmation and professor will be notified of the booking.

Important Things to Remember

• Students must communicate with their professors prior to scheduling tests. Many professors can accommodate students without involving LSS or ADS test proctoring.
• Both LSS and ADS have limited space available and operate on a first come, first served basis. If we are unable to proctor a student’s test, professors will still be responsible for providing students with their accommodations.
• Students can check test bookings by clicking on the My upcoming events tab in ClockWork.

For LSS test proctoring information, please contact proctoring@villanova.edu or 610-519-5641.

For ADS test proctoring information, please contact ods@villanova.edu or 610-519-3209.

These email accounts are monitored during regular business hours (M–F, 9 a.m.–5 p.m.).

Download PDF Guidelines for Booking Tests with LSS or ADS

Villanova students with disabilities are eligible for protections under the Americans with Disabilities Act Amendments Act (ADA AA) of 2008 and Section 504 of the Rehabilitation Act of 1973 (as amended). The ADA Amendments Act 2008 retains the definition of a "disability" as physical or mental impairment that substantially limits one or more major life activities, a record of such an impairment, or being regarded as having such an impairment.

The diagnostician who evaluates the student must be a licensed or otherwise properly credentialed professional who:  

1. is qualified/ certified to evaluate and diagnose the disability, 
2. is familiar with the challenges and functional requirements of a college environment
3. is an impartial evaluator or diagnostician who is not a family member nor in a dual relationship with the student.

The documentation submitted for the purpose of seeking a determination of disability at the post-secondary level must be detailed, comprehensive, and include the following components as appropriate to the area of disability being disclosed:

• ‌Narrative report format, on letterhead, signed by the evaluator(s) and includes title and credentials
• ‌Evaluations/documentation must be current (generally between six months and three years of starting college)
• ‌Clearly stated diagnosis (DSM  V, as appropriate)identifying the condition
• ‌History of the disorder including the age of onset, past treatment(s)
• ‌A statement of the current, significant impact of the disorder on a major life activity, and the professional’s assessment if the condition rises to the level of a disability
• ‌Description of the level of severity, expected progression or stability of the condition (critical in the determination of chronic or progressive conditions)
• ‌Description of current/ past accommodations, services and/or medications (if prescribed)
• ‌Diagnostician recommendations for reasonable accommodations, auxiliary aids, and services for the post-secondary experience must be clearly linked to the testing and evaluation data
• Each student’s request for a determination of disability and accommodations/services is evaluated and considered individually.
• It is the responsibility of the individual seeking a determination of disability, (and who will be requesting accommodations), to provide appropriate documentation before a determination of disability can be made and accommodations can be discussed and implemented.
• Prior use of accommodations and services is considered in the process of deliberating accommodations and services at the post-secondary level. It should be noted that some accommodations and services provided in high school may not be determined reasonable in the post-secondary environment.

Colleges and universities are required to provide students with appropriate academic accommodations,  auxiliary aids, and services that are necessary to afford an individual with a disability equal access and opportunity to participate in the school's facilities, programs, and activities. At the postsecondary level, it is the student's responsibility to disclose his/her diagnosed condition, to request reasonable accommodations, and to follow established procedures for requesting those accommodations.

Students with diagnosed conditions that may rise to the level of a disability who will be requesting accommodations, auxiliary aids, and services are encouraged to identify these needs to the Office for Access and Disability Services, as soon as possible, after their application to the College has been accepted and their decision to attend has been confirmed. Submission of current, detailed documentation of the student’s diagnosed condition is required in order to initiate the disability determination process.   

After an interview with the student, the Office for Access and Disability Services will review submitted documentation, including former medical and/or educational evaluations, IEPs, “504” Plans, and any other supplemental materials submitted in support of the request.

The updated American with Disabilities Act (ADA) accessibility guidelines/standards for state and local governments as well post-secondary institutions (Title II) and businesses/ entities that are open to the public (Title III) should consider the impact of a new category… “other power-driven mobility devices”. There has been an increase in the number and types of mobility devices in use by individuals with physical disabilities and/or medical conditions that affect mobility.

Additionally, there has been an increase in the number of individuals who have temporary medical conditions that result in limited/compromised mobility who may implement the use of “other power-driven mobility devices” for use in navigating the campus while temporarily impaired. It is prudent to consider key issues regarding general policies, appropriate use, storage, and responsibility for such devices.

Villanova University recognized that the use of personal mobility devices can play an important role in facilitating the independence of individuals with certain types of disabilities.

Villanova University is committed to ensuring that all qualified students with disabilities are provided reasonable accommodations, auxiliary aids, and services to ensure access and nondiscrimination to programs, services, and activities. Villanova University makes every reasonable effort to accommodate individuals with disabilities as addressed by the Americans with Disabilities Act (ADA Amendments Act 2008) and the Rehabilitation Act of 1973.

Villanova University does permit students with disabilities who have a documented need for assistance with activities of daily living and/or nursing care within a residential setting, to retain the services of a Personal Care Attendant (PCA). A Personal Care Attendant (PCA) is defined as a person who provides personal care/assistance (chronic or temporary) to a student with a disability or other health care needs with activities of daily living including nursing services not administered through the University Health Center or assistance with normal life functions. Personal Care Attendant (PCA) services may facilitate higher levels of independent access and participation in the College's programs, services, and activities. Villanova University does not provide, assume coordination, or financial responsibilities for personal attendant services.

The services of a Personal Care Attendant (PCA) can have an important role in an individual’s quality of life. The well-thought selection of the right Agency/individual and ongoing effective communication with the PCA is critical for a successful experience. Students who require personal attendant services must make arrangements to provide for his/her own Personal Care Attendant and must follow the policies, procedures, and guidelines as determined by the Office of Disability Services.

University Division/Department: Office of Disability Services/Human Resources Department
EFFECTIVE DATE: June 29, 2018