Accommodations and Services
As a student registered with DSS, you may be eligible for advanced registration for courses. In order to qualify for priority registration, you must have completed your new student appointment with an orientation with a DSS Counselor. Once you’ve completed this requirement, an active case file should be on record with DSS a minimum of two weeks prior to the first day of registration. Continuing students must update their files in the summer or fall of each year to maintain access to priority registration. Additionally, continuing students must have a comprehensive Student Educational Plan (SEP) on file after they have completed 15 units of coursework. This SEP is developed by the student and your counselor. To receive priority registration as a continuing student, you must be in good academic and/or progress standing AND have completed 75% or more of your earned units with grades of A, B, C, CR, and P, AND have not earned more than 100 degree-applicable units at Cypress AND Fullerton.
Alternate Media Services
Alternate media generally refers to text or other materials produced in a specialized format intended for use by persons with disabilities. Types of alternate media include, but are not limited to, Braille, large print, audio material, electronic text (PDF or Word/RTF), and tactile graphics.
Procedure to use this service:
- Meet with your DSS Counselor to determine eligibility for alternate format accommodations.
- Purchase the textbook. Make sure to keep the receipt.
- Visit the Charger Access Student Portal and click on “Request Alternate Format Materials.”
- Login using your myGateway ID and password.
- Once you are logged in, click on “New Request” and enter the desired session and course from the listing.
- If there are no books shown for the course, you can click on “Searching for Books” and enter the title or ISBN of your textbook.
- Choose the textbook from the list and select the + symbol to add to your cart.
- Once all textbooks have been added, click the cart icon to proceed.
- Choose your desired format and then upload a copy of the purchase receipt.
HOT TIP: Students must request this services as early as possible prior to the start of the semester. In some cases, the production of materials may take up to eight (8) weeks. Order your textbooks at the same time you register for classes.
Under Section 504 of the 1973 Rehabilitation Act and the Americans with Disabilities Act, institutions of higher education must provide auxiliary aids and services to students with verified disabilities and not deny equal access to the institution’s programs, courses, and activities. Audio recorders, including Otter.ai and the SmartPen, are a legitimate auxiliary aid to supplement or substitute note taking for some students with disabilities.
Students who are determined eligible due to verified disabilities affecting their ability to take or read notes have the right to record lectures.
Students who are approved for audio recording as an accommodation must adhere to the regulations. Students will be required to sign an audio recording contract every year, and any student who violates the agreement/contract may be subject to disciplinary action by the college and the loss of similar disability services.
- I will use recordings of class lectures solely for my personal use in study and preparation related to this class.
- I will not share these recordings with any other person at any time, whether that person is in my class.
- I will turn off the audio recorder at my instructor’s request during portions of the lecture which are not relevant to the contents of the course requirement.
- I will not record the voices of other students such as in a discussion session, virtual student breakout room, etc. I will only record the voice of the lecturer.
- I will not reproduce or upload the recording to social media sites and/or web environments. Public distribution of recorded materials may constitute copyright infringement in violation of federal or state law, or college policy.
- I understand I am not allowed to video record the lecture.
- I will erase, delete, or destroy the recordings at the end of the course.
- I understand that my instructor has the right to add information to this contract as it relates to their course.
Students must identify the need for an auxiliary aid and give adequate notice of the need. Students must meet with their DSS Counselor to determine eligibility for the use of an auxiliary aid. Some of the various types of auxiliary aids may include: electronic readers, audio recorders, assistive listening devices, etc. The student agrees not to release information obtained in class via the auxiliary aid, as it might infringe on a potential copyright or limit freedom of speech. The student also agrees to use the auxiliary aid solely for the purpose of personal study. The student understands that audio recordings cannot be used as evidence in the case of student-faculty disputes. Furthermore, the student shall not share recordings with other people and will turn off the recorder at the instructor’s request during portions of the lecture which are not relevant to the contents of the course requirements. Students will only record the voice of the lecturer, not the voices of other students. Students shall not reproduce or upload the recordings to social media sites and/or web environments. Students shall erase, delete, or destroy the recordings at the end of the course or sooner, depending on the professor’s instructions. Students may be asked to sign a contract agreeing to these conditions.
DSS recommends that students meet with a DSS academic counselor each semester to get recommendations for courses and to discuss appropriate support services and/or academic accommodations. We encourage DSS students to use DSS counseling services to create Student Educational Plans (SEPs), prepare for transfer, evaluate transcripts, or to discuss and develop educational and career goals.
To schedule an academic counseling appointment, DSS student should visit their Charger Access Student Portal and click on the Book an Appointment with a Counselor icon. If preferred, students may, instead, call the DSS office at (714) 484-7104 to schedule an appointment.
HOT TIP: Do not miss your appointment. The wait list for counseling services can be long! If you miss two counseling appointments (no-shows) without notifying the DSS office, you may be required to wait two weeks to reschedule another appointment.
All students and visitors wishing to park on campus must follow current Cypress College parking guidelines related to parking permits. These procedures also apply to individuals with disabilities who have accessible placards issued by the DMV. Accessible “blue zone” parking is available to vehicles displaying placards or license plates issued by the DMV to individuals with disabilities. Blue zones are located close to buildings in parking lots throughout the campus.
Breaks During Class
Some students require breaks during class lectures due to disabilities or health conditions. For approved class breaks, students must meet with a DSS counselor who will review the student’s disability documentation, engage in an interactive process with the student, and then determine the appropriateness of breaks. If a student is approved for breaks, they are permitted to take short breaks during class. Depending on the type of break, the student should choose a seat near the door (or appropriate location) so they can excuse themselves from class quietly and without disruption. Students should take only necessary breaks and return to class promptly so they do not miss important lecture information. If a student’s breaks are disruptive or excessive, the instructor will share the problem with the student.
Breaks During Exams
Some students require breaks during exams due to disabilities or health/medical conditions. The exam breaks accommodation is the provision of breaks beyond those provided as part of the standard test administration. DSS recognizes two types of accommodation exam breaks – 1) medical breaks and 2) disability breaks.
1) Medical breaks are for those students with medical/health conditions. Students authorized with medical breaks may exit the DSS office to utilize this accommodation, only if needed.
2) Disability breaks are for those students with disabilities that may interfere with test performance such as emotional difficulty, physical pain, or fatigue. Students with approved disability breaks may NOT exit the DSS office when utilizing this accommodation. If absolutely necessary, however, a student may be authorized to use the restroom ONCE during a test of 1.5 hours or longer. This must be approved by the DSS testing staff prior to exiting DSS.
For online exams (i.e. Zoom), students must remain in the Zoom room during breaks.
A student with an approved exam break (medical or disability) accommodation is allowed a 10-minute break for every 1.5 hours of test time. IMPORTANT: The break time is already part of the testing accommodation extended time. Therefore, the accommodative exam time does not stop during breaks. DSS counselors consider exam breaks when approving and issuing the accommodation of extended time on exams.
General Restroom Use (for students without approved breaks):
For exams that are 1.5 hours or longer, students may be allowed to take ONE quick restroom break if approved by DSS testing staff. Exam time does not stop during restroom use.
Learning Disability Assessment
Enrolled students experiencing academic difficulties and who believe they may have a learning disability may request a learning disability (LD) assessment. There is no cost to the student for the assessment. The DSS LD Specialist screens students to determine if they should be tested. To complete the LD screening, click on the “LD Screening” button below and complete the form.
If testing is prescribed, students schedule a series of appointments where they are administered standardized tests of aptitude and achievement. Results of the tests indicate whether a student is eligible for services through DSS. Students in high school special education programs and 504 programs may be asked to complete testing to continue to qualify for additional accommodations and/or services at college.
Students with certain co-occurring disabilities, such as Acquired Brain Injury (ABI) cannot be tested for learning disabilities.
HOT TIP: Once you have been accepted for LD assessment, keep your appointments! If you miss appointments without contacting the LD Specialist or DSS office, your testing may be stopped.
Students who struggle to take good notes may benefit from note-taking assistance/technology. DSS issues note-taking technology (Glean or Otter) to students who have been approved for note-taking accommodations.
Process to request and access note-taking technology (Glean or Otter):
- Student must request their accommodation letter by visit the Charger Access Student Portal. View the step-by-step How to Request Accommodations tutorial for instructions.
- After the student has requested their letter, they will receive an email from DSS instructing them to schedule an appointment for technology training. Appointments may be scheduled using the Charger Access Student Portal. View step-by-step How to Book an Appointment Online tutorial for instructions.
- After the student has scheduled their appointment, they will meet with the technology specialist to discuss the technology options and to receive instructions on how to access the technology.
- Students will then use the technology during class (remote and/or in-person).
HOT TIP: Access and review your notes immediately after class, or as soon thereafter, and make additional notes as needed.
Readers and Scribes
DSS provides readers and scribes for tests and in class for students who qualify. If students are eligible for a reader and/or scribe, they may ask for this service by requesting their accommodation letters through their Charger Access Student Portal and selecting the appropriate accommodation (i.e. reader or scribe). The DSS student will coordinate with DSS staff to secure a reader and/or scribe. DSS requires at least a five-day notice to secure a reader or scribe in class and/or for a test. Important: Students must remind DSS that a scribe/reader is needed before each test. Readers and scribes do not provide instruction, tutoring, or answer questions from students. Readers simply read the test, and scribes simply write (or keyboard) what the student says. DSS students should not ask the reader or scribe for other assistance.
Testing accommodations involve making adjustments to standard testing conditions so that students with disabilities have an equal opportunity to demonstrate their mastery of course material. Accommodations do not give students an advantage in a testing situation; rather, they compensate for educational limitations posed by a student’s disability. The specific types of testing accommodations provided to students are determined by the DSS Counselor and/or LD Specialist on an individual basis. Testing accommodations may include extended time, distraction-reduced testing environment, use of a computer or other adapted equipment, the assistance of a reader or scribe, or breaks.
To be approved for testing accommodations, students must provide appropriate disability documentation and meet with a DSS counselor or LD specialist.
NOTE: Extended time on exams only applies to “timed” exams that are general taken in one sitting. This accommodation does not apply to exams in which one or more days have been approved to complete. For example, if an instructor allows students one full day to take an exam within Canvas, the student will not receive an extra day to take it (2 full days).
In order to receive testing accommodations, it is the student’s responsibility to follow the DSS testing accommodations procedures. Failure to do so may result in the loss of testing accommodation services.
Procedure for using this service:
- Request test accommodations, indicated with (T), in the Charger Access Portal by clicking “Request Accommodation Letters.” Step by step instructions can be found under Charger Access Portal Login and Tutorials. Accommodation letters will be emailed to your professors when you have completed this process for each class.
- You and your instructor discuss details and determine if your exams will be administered online or on campus and if the instructor will accommodate you in class or DSS will proctor your exams.
- If DSS is proctoring your exams, you will need to schedule an appointment at least three (3) business days in advance. To schedule a testing appointment, visit the Charger Access Student Portal and click on “Schedule a Quiz/Exam” and following the instructions. For step-by-step instructions on how to schedule an exam, visit the How to Book an Exam Online tutorial. Please note: If you require alternative media and/or a reader/scribe, you must schedule your testing appointment at least five (5) business days in advance. When scheduling your appointment, be prepared to give the following information:
- Student ID #
- Name of your instructor
- Name of your class
- Date and time of your class exam
- How much time the rest of the class will get for the exam
- If you schedule an appointment, but do not show up for your appointment or fail to make an appointment two times in a semester, your testing accommodations may be suspended, and you will need to meet with a DSS Counselor or the DSS Director to get testing services/accommodations reinstated.
- All tests must be taken in one sitting. You cannot stop, leave, and come back later to finish. Tests must be taken on the same day as the class and as close to class time as possible, unless the instructor contacts DSS and approves other arrangements.
- Instructors should submit all tests to the Faculty Portal. If the exam takes place on Canvas, a test copy is not required.
- Tests delivered to DSS by students WILL NOT be accepted.
- Hard copy exams are returned to instructors by campus mail, or they can pick them up in person. Completed tests CANNOT be returned by students.
Please remind your instructors that they need to provide DSS with the test by the day it is to be administered. In the case of exams that need to be converted into an alternate format or require multiple copies, DSS needs the test five days in advance to make sure that they are ready on time.
“Cheating” on an exam is considered inappropriate use of DSS services and is subject to suspension or termination of DSS accommodative testing services. If you are caught cheating, you will not be able to take any future exams until you have met with a DSS Counselor or the DSS Director. Additionally, any student participating in this type of academic dishonesty will be referred to the Dean of Counseling and Student Development and will be subject to campus suspension or expulsion.
Note: In order to maintain the integrity of the DSS testing environment, DSS utilizes cameras to monitor the testing rooms for on campus exams. All online exams that DSS proctors virtually on Zoom are monitored and recorded, including audio and chat messages.
On campus exams will require you to leave your bags and other personal items outside of the testing room. You must turn in your cell phone to a DSS staff member before entering the testing room; your device will remain in a locked drawer for the duration of your exam. Having a cell phone, notes, etc. in the testing room is considered a form of cheating, even if you are not using them. Please make sure to leave ALL materials outside of the testing room.
Online exams proctored by DSS on Zoom will require adherence to the following rules:
- Stay muted for your entire exam while in Zoom and use the chat function to communicate with DSS staff. There are other students in the Zoom sessions taking exams and they can hear you.
- Unless you are actively using your cell phone to connect to the Zoom session, which is preferred, your cell phone must remain off and/or always face down in view of the camera.
- Your camera should be positioned to show you and your entire work area.
- We may ask to verify that unapproved notes, books, devices, etc. are not being used on the exam. This may include holding up materials, removing baseball caps or similar, scanning the room with your camera, etc.
- Type the actual time that you start the exam (may be different than your scheduled appointment time) in the chat to DSS staff.
- Type the actual time that you end your exam in the chat to DSS staff before you exit the Zoom session; DSS staff will give you permission to exit when your end time is recorded and you may click “Leave”.
- DSS staff reserves the right to stop any exam if questionable behavior is observed in the Zoom session. DSS staff will assign you to a “breakout room” immediately to discuss such behavior, before ending an exam completely.
Inappropriate Use of Testing Services (non-exhaustive list)
- Chronic tardiness for testing appointments
- Failing to schedule testing appointments
- Inappropriate behavior towards DSS staff
- Use of unauthorized materials in testing room
- Leaving DSS testing center without authorized breaks and/or informing DSS staff
For information about accommodative exam breaks, please visit the “Breaks During Exams” section on this webpage.
HOT TIP: Inform DSS immediately if you have any problems related to your testing accommodations. Do not wait until the last minute to begin the above process!
Service Animals on Campus
A service animal is trained to perform some of the functions and tasks that people with disabilities cannot perform themselves. According to the Americans with Disabilities Act (ADA), a service animal is defined as:
A dog that has been individually trained to do work or perform tasks for an individual with a disability. The task(s) performed by the dog must be directly related to the person’s disability.
Other species of animals, whether wild or domestic, trained or untrained, are not service animals for the purposes of this definition. In compliance with the ADA, service animals are welcome at Cypress College. Students with disabilities requiring assistance of a service animal on campus are welcome to register their service dogs with the DSS office. The DSS Counselor will recommend any additional accommodations appropriate to the functional limitations of the disability.
Requirements of service animals and their owners/handlers include:
- Dogs must be licensed in accordance with county regulations and wear current tags.
- Dogs must be in good health.
- The dog must be on a leash at all times, unless either the student is unable to use a harness or leash because of a disability, or the use of a harness or leash would interfere with the service animal’s performance of work or tasks.
- The handler must control the animal at all times. The care and supervision of an animal is solely the responsibility of its partner/handler.
In situations where it is not obvious that the dog is a service animal, staff may ask two specific questions:
- Is the dog a service animal required because of a disability?
- What work or task has the dog been trained to perform?
Cypress College may exclude a service animal from all or part of its property if a handler fails to comply with these restrictions in a manner that fundamentally alters the nature of Cypress College programs or services or poses a threat to the health or safety of others.
Service Animals in Science Laboratories
Based on the task a service dog provides to the student, it may be appropriate for the dog to attend science laboratories with the student. If deemed appropriate, the dog must be protected against chemicals, glass, etc. just like the student. It is the student’s responsibility to purchase booties, a lab coat, and goggles for the dog and to train the dog to wear the protective gear while inside the lab. If appropriate, the dog should stay in a lab space away from potential spills while also keeping the student in its line of sight. Because service dogs are well trained, they should not pose safety concerns to others. If, however, the lab is not safe for the dog (even with protective gear), then the instructor should have a conversation with the student to determine an alternative.
Sign Language Interpreting and Remote Transcription Services
An Interpreter will be provided through the DSS office for students who are deaf or hard of hearing (DHH) and who wish to use sign language as their primary and preferred mode of communication. A remote transcriber will be provided for DHH students who need to access information via real-time transcription services.
- As soon as you register for a class, you may request services at email@example.com or by submitting an Interpreter/Remote Transcription Request Form that is available in the DSS office.
- You must also select this accommodation in the Charger Access Portal when requesting accommodation letters.
- Interpreting or Remote Transcription services must be requested from DSS as soon as you register for a class and no later than two weeks before the start of classes. You must request services for field trips, on-campus appointments, and/or campus plays/concerts no less than two weeks before the event.
- You will be asked to read and sign a Student Contract for Interpreting/Remote Transcription Services prior to receiving the service.
HOT TIP: Request this service as soon as possible prior to the start of the semester so that we can ensure that a service provider will be scheduled for you on the first day of class.
Absences: If you plan on being absent, you must notify DSS at firstname.lastname@example.org at least 48 hours in advance. If you are unexpectedly absent due to illness, car trouble, etc., you must notify DSS as soon as possible. If you do not show up for class and do not notify DSS in advance on two occasions, your interpreting or remote transcription services will be suspended until you meet with a DSS Counselor or Director. If, after you meet with the DSS professional, your absenteeism continues, services may be terminated for the remainder of the semester.
Tardiness: Interpreters and remote transcribers are instructed to wait ten (10) minutes for every hour the class meets for students to arrive. If you arrive after the interpreter or remote transcriber has waited the required time, you may not receive services for that class period. Failure to arrive to class on time twice in a semester will result in your services being suspended until you have met with the DSS Counselor or Director. Adds, Drops, or other Class Changes: You must inform DSS immediately of any changes in your class schedule.
The college recognizes two types of personal aides. A student who is limited in performing self-care functions may require a Personal Care Attendant (PCA) to participate in the college’s activities, services, or programs. A PCA’s sole function is to address the student’s disability-related personal care needs (e.g., toileting, mobility assistance, dispensing medications, etc.). Other students may need an Educational Coach (EC) to address behavioral issues such as staying on task or following directions. In either case, it is the student’s responsibility to arrange for their personal aide. Cypress College is not responsible for locating, coordinating, or making financial arrangements for personal care attendants or educational coaches.
An aide is not considered a student, and the aide’s participation in class is limited to assisting the student to meet their accessibility needs (e.g., turning pages, getting out supplies, taking off coat, etc.) or behavioral needs. An aide is not to act on behalf of the student with instructors, students, or staff, engage in instructional activities, provide academic support, or in any way influence the student’s learning during class time. As we strive to increase independence, neither parents nor close family members are permitted to serve as the student’s in-class aide.
Personal aides are required to follow all College policies and regulations, including the Conduct Code. Failure to abide by the agreed upon role will result in the aide’s presence on campus being limited or denied.
The student must give timely notification to the DSS office if requesting that an aide accompany them in class (in-person or virtual) so that DSS is able to consider the request and, if approved, notify faculty in advance. Additionally, the presence of a personal aide in the classroom (in-person or virtual) must be approved by the NOCCCD Board of Trustees. This board approval process takes time, so timely notification is imperative. The student is responsible for notifying and obtaining approval from DSS regarding any personnel changes. The student (and aide) must complete the Personal Care Attendant/Educational Coach form every semester prior to entering the classroom (in-person or virtual).
It is the student’s responsibility to:
- Submit appropriate disability documentation to DSS. The verified disability and resulting educational limitations must support the necessity of having a personal aide accompany the student in the classroom.
- Ensure there is adequate time to obtain NOCCCD Board approval. This could take up to three weeks.
- Ensure that each personal aide registers with DSS and signs the Personal Care Attendant/Educational Coach Agreement each academic term.
- Ensure that if personnel changes occur during the term, the new personal aide registers with DSS and signs a new PCA/EC Agreement Form.
- Direct the activities of the personal aide in the classroom (limited to non- academic activities as described above).
Alternative Due Dates for Assignments
This accommodation is unique and, therefore, not approved frequently due to the distinctive nature. However, DSS acknowledges the exceptional circumstances surrounding such a request and is prepared to evaluate it based on the student’s history, appropriate documentation, and in accordance with our commitment to equity and inclusion.
Cypress College makes every reasonable effort to accommodate students with disabilities as addressed by the Americans with Disabilities Act. Alternative due dates for course assignments may be reasonable accommodation in certain situations because a student’s medical or health circumstance poses challenges with completing assignments by deadlines. If a student has a disability with random or cyclical acute episodes and/or causes hospitalizations, the accommodation allows for flexibility in assignment deadlines and when the episode interferes with the student’s ability to complete the work in the expected timeframe.
DSS will consider alternative dues dates for assignments as an accommodation upon notification from the student and after engaging in the interactive process. Students must factor in the reality of their own personal situation and use time effectively to complete assignments. This accommodation will not be approved when it substantially alters the nature of the program or course.
This accommodation does not entitle the student to submit all assignments after deadlines, nor does it apply in the case of student study skills or time management issues or work overload. In most cases, the accommodation is not retroactive. The accommodation is only applicable when a student experiences a medical or health challenge as it relates to the disability verification on file in DSS. If a student’s absences and extensions become excessive, the student will be advised on their ability to pass the course, based on the instructor’s professional judgement.
- The student will provide disability verification and meet with a DSS counselor to discuss their medical condition/disability that may impact their ability to complete assignments within a specific timeframe because of unexpected medical or health episodes.
- The student and DSS counselor will engage in an interactive process. As part of that process, it may be necessary to discuss different types of assignments individually as reasonable extensions may differ by assignment.
- Upon receiving DSS approval for an accommodation of alternative due dates, the student is required to send the accommodation letter to their instructor via the Charger Access Student Portal. The student and instructor will discuss how to facilitate the accommodation. The student may contact DSS for guidance.
- The student will inform their instructor prior to an assignment due date, or as soon as possible thereafter, when requesting an adjustment. Adjustments will only be requested when a student is experiencing a medical/health episode or disability-related challenge.
- The student and/or instructor may contact DSS for assistance in establishing a reasonable agreement.
- Deadline parameters will be arranged with the instructor consistent with the approved accommodation. Assignments cannot be submitted whenever desired. For example, a deadline parameter might state that “the assignment extended due date is not to exceed two instructional days.”
- Assignments cannot be turned in after the semester concludes and grades are posted (whichever comes first), unless DSS approves this as part of the accommodation.
- Accommodations are not meant to be retroactive. Missed assignments that occur prior to the instructor receiving the accommodation letter are not covered under the accommodation process. DSS recommends that those missed assignments be handled in accordance with the course assignment policy.
- The student is responsible for meeting with a DSS Counselor if a problem arises with the facilitation of this alternative due dates academic adjustment.
- Instructors will acknowledge receipt of accommodation letter by accessing the DSS Instructor Portal.
- Instructors will communicate with student regarding the academic adjustment. Both instructor and student will develop a plan to address adjustment as needed.
- Instructors will contact DSS if they have questions related to the accommodation or for further clarification of an adjustment.
Upon request by the student, DSS will determine if the accommodation of alternative due dates for assignments is a reasonable academic adjustment through an interactive process with the student and will consider the following when making the determination.
- The nature and extent of the student’s disability.
- How the student is impacted by the disability.
- The individual needs of the student, educational limitations and circumstances surrounding this request.
- Any information provided by the student recommending that they receive alternative due dates.
- Relevant information in the student’s college record.
- Additional documentation that the student provides.
- The average time all students are expected to spend on assignments relative to the applicable deadlines and if the requesting student’s disability necessitates an extension beyond these deadlines.
- If this accommodation would be a fundamental alteration to the course.
This accommodation is unique and, therefore, not approved frequently due to the distinctive nature. However, DSS acknowledges the exceptional circumstances surrounding such a request and is prepared to evaluate it based on the student’s history, appropriate documentation, and in accordance with our commitment to equity and inclusion.
Cypress College views class attendance as an individual student responsibility. Students are expected to understand and follow the attendance policy established by the instructor in each class.
Modifications to Course Attendance Policies
Some students with chronic health conditions that are episodic in nature and periodically worsen or unexpectedly “flare up” may experience legitimate barriers to class attendance and may need occasional exceptions to the class attendance policy. Due to the nature and/or history of the disability, periodic or occasional absences can be anticipated; however, students may not be able to give advanced notice of a disability -related absence. Some students may require treatment and, in some cases, hospitalization.
It is important to understand that, even if excused, absences might negatively affect academic performance because of the lack of benefit from full classroom interaction. Students who are eligible for occasional absences as an attendance accommodation are expected to keep up with the overall volume of coursework, including course content, lecture notes, and information presented during class. It is the student’s responsibility to arrange how they will obtain the information, such as by planning with their instructor or classmates to obtain notes from missed classes.
Process for using occasional absences as an accommodation
It is the student’s responsibility to initiate this interactive process with a DSS Counselor for the approval of the accommodation.
- The student must select this accommodation when they are submitting the accommodation letters through the Charger Access Student Portal. This should be done prior to the beginning of the semester, or as soon as possible after the need for an exception arises. (Instructors are not expected to extend a deadline that has already passed.) After the student completes this step, the instructor will receive an email stating that the student submitted their accommodation letter. The instructor will access the accommodation letter via the Instructor Portal.
- The student must contact the instructor to initiate the process to develop an agreement for how the accommodation will be facilitated. This agreement should be in place at the beginning of each semester, or as soon as possible after the student requests the accommodation. DSS recommends that agreements with instructors are put in writing (e.g. outlined in an email, etc.). Example:
- Name of instructor
- What is the current attendance policy for the course as stated on the course syllabus?
- What modifications can be made to the policy to accommodate students with disabilities?
- Is there a maximum of absences the student is allowed without penalty?
- When and how is the student notifying their instructor of their disability-related absence?
- How will the student submit assignments which are due on the day they are absent?
- Is there a timeframe by when make-up exams need to be completed?
If assistance is needed, students can request help from their DSS Counselor or Director by calling (714) 484-7104 or scheduling a counselor appointment through the Charger Access Student Portal.
When attendance accommodations might not be reasonable
Attendance accommodations might not be reasonable in some cases. Missing too many class meetings might threaten the integrity of the course as offered and compromise the educational experience of other students in class. Below are some examples of when attendance accommodations may not be feasible.
- Project-based classes in which students utilize class meetings to work and learn as a group
- Lab courses, where the functional nature of the course relies on student participation as an essential method for learning
- Studio art classes in which the primary purpose is to utilize ongoing feedback from the instructor and other students as work progresses
- Field experience courses that require a specific number of hours in a practicum or internship setting over the course of a term
- Courses where student contributions are a significant component of the learning process
Students with extended absences or those who have missed too many class meetings and/or scheduled tests might find that a make-up plan is not workable. Instructors are not obligated to provide individualized instruction or to re-teach material that was missed. If absences become excessive, it may be necessary to petition to withdraw from a course or to ask the instructor for an Incomplete Grade at the instructor’s discretion.
Attendance accommodations do not apply to the following
- Consistent absences due to frequently occurring appointments (e.g. weekly therapy)
- Absences due to chronic personal organization and time management difficulties
- Absences due to non-disability related reasons (e.g. car trouble), seasonal illnesses (e.g. cold/flu), or health conditions that are not documented with DSS.
Guidelines adapted from Pomona College Procedures
Emotional Support Animals
Guidelines for Emotional Support Animals
Cypress College, Fullerton College, and North Orange Continuing Education (NOCE) are committed to providing equal access and opportunity to students with disabilities. The colleges of North Orange County Community College District recognize the importance of Emotional Support Animals (ESA) for some students with disabilities. An ESA is prescribed to an individual with a disability by a healthcare or mental health professional and plays a significant part in a person’s treatment or therapy. An ESA is not a “Service Animal” and, therefore, does not assist a person with daily living, nor accompanies a person with a disability at all times. Instead, an ESA’s role is passive and alleviates disability-related symptoms merely by being present.
The following guidelines and procedures ensure that individuals with disabilities who require ESAs can participate fully in and benefit from college courses, programs, and activities.
- The animal must behave and respond appropriately at all times in public.
- The ESA must be under the control of the owner, at all times, and may not be left alone.
- The owner is responsible for any damage of personal property or any injuries to an individual caused by the animal.
- The owner must ensure the animal is “housebroken” and must clean up and remove all waste created by the animal.
- The ESA may not disrupt the operation of the College or any class, program, or activity.
- The animal must meet city, county, and state licensing and vaccination requirements.
- The owner is responsible for the animal’s care and well-being at all times. Any evidence of mistreatment or abuse will result in the removal of the ESA and will be reported to city/county Animal Services.
Approval for ESA
- Approval shall be made on a case-by-case basis and through an extensive interactive process with Disability Support Services.
- Students must provide DSS-specific documentation titled ESA Request for Information from a physician or mental health provider substantiating the need for an ESA. Contact DSS at (714) 484-7104 to access the ESA Request for Information form.
- The college is not required to grant reasonable accommodation that would result in a fundamental alteration of a program/class/activity or would constitute an undue burden on the College.
- Emotional support animals are not the same as service animals. Consequently, ESAs are not protected by the ADA. Therefore, the authorization of an ESA is considered a unique accommodation that may need to be negotiated every semester. If other students or employees are impacted by the presence of an ESA (i.e. allergic or fear of animal), then DSS and the student with the ESA will collaborate to secure an appropriate solution.
- Since ESAs are not protected by the ADA, NOCCCD does not recognize or allow all types of animals on campus.
Requesting an ESA
A student who wishes to request an ESA must contact, register with, and be approved by Disability Support Services.
A DSS-form, ESA Request for Information, is required from healthcare or mental health professional who has developed a therapeutic relationship with the student and understands their functional limitations. It must be filled out completely, including the name, title, and professional credentials of the evaluator.
The student must receive DSS approval for an ESA accommodation prior to bringing the animal to campus. During the interactive process with a DSS Counselor, the student will sign the ESA agreement form.
- Understand and abide by the ESA guidelines, procedures, and requirements.
- Agree to provide additional information, if required, to complete their request for an ESA on campus.
- Understand that if they fail to follow the procedures and guidelines, the College has the right to remove the ESA, and the student may be subject to disciplinary action under the Student Code of Conduct.
- Understand the College has the authority to remove an ESA from its facilities or properties if the animal becomes unruly or disruptive, unclean and/or unhealthy, and to the extent that the animal’s behavior or condition poses a direct threat to the health or safety of others.
- Acknowledge that DSS may disclose information regarding the presence of the ESA to individuals who may be impacted by the presence of the animal. Such disclosure shall be limited to information related to the animal and shall not be related to the individual’s disability.
Distance Education – Requesting Disability Services
For the purpose of the DSS intake process, “distance education students” will apply for services through their Charger Access Portal on the DSS website. After they have submitted their application and uploaded their disability documentation, they will receive an email from DSS asking them to call the office to schedule their new student appointment. The appointment will be completed virtually either by phone, Zoom, or Cranium Café.
High Tech Center (DSS Computer Lab)
Computers with adapted hardware/software that make them more accessible are available in the HTC located in the DSS office, CCCPLX-100. Printing is available in the HTC. DSS HTC uses recycled paper, so if students require “unused” paper, they must bring their own. All students are allowed 200 prints (pages) per semester.
Assistive Software includes:
- Screen Reader – The computer reads aloud what is on the screen.
- Voice Recognition – The computer types as the student talks to the computer.
- Screen Magnifier – The computer enlarges print and graphics on the screen to a size that the student can read.
- Closed Circuit TV Magnifier (CCTV) – Devices that enlarge printed materials through the use of a TV camera and monitor.
Assistive Technology (AT) Available on Campus: Assistive computer technology is any software, hardware or piece of equipment that helps provide equal access to computer resources as well as alternatives to the way in which an individual interacts with the computer and written material. In other words, AT is anything that helps us get our work done.