ODA Student E-Agreements

Students are approved for accommodations on an individualized basis. All students will sign a general e-agreement each semester, acknowledging they understand their rights and responsibilities as an ODA registered student with a disability. Students will also be required to sign specific e-agreements based on individual accommodations which they are approved for. Upon electronic signature, students will also receive a copy of these e-agreements via their student email.

In the spirit of transparency and clear communication, a copy of these e-agreements is provided below for faculty reference.

List of Agreements

For ease of access, you may click the title of the agreement below and it will navigate you directly to that agreement text.

If a student or faculty member believes there is a discrepancy or error in any of these e-agreements, they should contact ODA Director at Jessica.Stone@unt.edu. 

Agreement Text

ODA Responsibilities E-Agreement

The following information is extremely important to ensure your accommodations are effective and will greatly assist you, your professors, and the ODA in providing accessibility to your education at UNT. The ODA is available to help you determine appropriate and reasonable accommodations, better understand the accommodation process, and answer any questions you might have - at any time throughout the semester. Email your coordinator or contact our office at (940) 565-4323 to schedule an appointment.

Your additional reminders and responsibilities will be detailed in e-Form Agreements specific to the following accommodations which you may have available: Accessible Alternative Formats, Attendance Modification, Note-taking Services, Interpreting and CART services, and Testing Accommodations.

It is the student's (your) responsible to:

1. Request Letters of Accommodation through the ODA AIM Student Portal as early as possible in the semester. ODA will email the letters to your instructors; and you will receive a copy of each email.

2. Students will meet with your instructors to discuss how the accommodations are to be facilitated as soon as possible, after receiving your copy of each email.

2. Report IMMEDIATELY to the ODA staff any difficulties receiving any needed accommodations. The most efficient and quickest way to bring a situation to our attention is to email your ODA Coordinator or the ODA at Apply.ODA@unt.edu describing the situation and how you can be contacted.

3. Follow all applicable procedures. Carefully read all e-Form Agreements you receive regarding your accommodations. After the e-Form Agreement is signed, it can be reviewed at any time via your ODA Online Student Services profile by accessing the “My eForm Agreements” link on the left side of your profile page.

4. All ODA records will be kept confidential and secure in accordance with the Family Education Rights and Privacy Act (FERPA). The ODA may discuss your accommodations with those on campus who have a designated need to know, most often this would be my professors, Deans, academic advisors, etc. Besides exceptions allowed under FERPA, all information kept by the ODA will not be distributed beyond UNT without a release of information signed by the student. For more information on FERPA visit: http://essc.unt.edu/registrar/ferpa.html.

GRIEVANCE PROCEDURES
The UNT Policy 16.001 details accommodation policies and the University ADA/504 Grievance Procedures.

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Testing Accommodations E-Agreement

ODA Test Center Information
Sage Hall, Suite 167
Phone Number: 940-565-4323
Fax Number: 940-369-7969
Email address for exams: Testing.ODA@unt.edu

ONCE YOUR INSTRUCTOR RECEIVES YOUR LETTER OF ACCOMMODATION, you must meet with your instructor to discuss your accommodations, especially test accommodations. You and your instructor will determine whether the instructor or ODA will administer your exams.

If you are taking accommodated exams with your instructor, students are responsible for the following:

1. Request Letters of Accommodation as early as possible in the semester.

2. Meet with your instructors to discuss the process for how testing accommodations will be provided by instructor.

3. Remind faculty of your exam accommodations at least one week in advance of EACH exam. Be sure to get the following exam information: date, time, location, special instructions.

If student is taking exam in the ODA Test Center, students are responsible for the following:

1. Request Letters of Accommodation as early as possible in the semester.

2. Meet with your instructors to discuss the process for how testing accommodations will be provided by instructor.

3. Remind faculty of your exam accommodations at least one week in advance of EACH exam.

4. Schedule exams and quizzes through ODA's AIM Student Portal at least one week advance of each test. Exam requests submitted less than one week in advance may be denied

5. Schedule FINAL EXAMS through ODA's AIM Student Portal at least 3 weeks from the date of your final exam. Finals test request submitted after the deadline will not be accepted.

6. Requests to reschedule an existing exam appointment must be submitted at least 3 days in advance. Reschedule requests submitted less than 3 days in advance may be denied. Requests to reschedule exams will be approved dependent on the availability of seats in ODA Test Center.

On Test Day

1. Arrive on time for your exam appointment. Exams begin at your scheduled appointment time, whether you have arrived or not. The ODA will not administer the exam/quiz for any student arriving more than 15 minutes late for the scheduled exam/quiz. Student must go to the classroom to take the exam/quiz or speak with the instructor about rescheduling. Only the professor can authorize a change of time or date for an exam.

2. Bring your picture ID. A picture ID is REQUIRED and you will not be allowed to test without one.

3. Bring any necessary testing materials as directed by your instructor (i.e. scantron, pencil, bluebook, calculator, etc..).

4. Review the ODA Testing Center Information on the ODA website & abide by the University's Academic Integrity Policy.

5. No books, papers, notes, backpacks, hats, hoods, caps, purses, smart watches, cell phones, tablets, or any other electronic devices will be allowed in the testing rooms. Exemptions include medical devices, devices that are part of an approved accommodation, or materials specified by the instructor.

6. Food and Drink. If you are approved for food you must exit the testing room and consume your food in the main testing office/lobby. Please note, your testing time does not stop. Clear liquids in clear containers will be allowed in the testing room. All labels must be removed from bottles and containers prior to entering the testing room.

7. Students must remain within the assigned testing room during exams. Students may leave to use the restroom only once during a test administration period, unless student has an accommodation. Students are not permitted to exit the building during an examination and will be considered a violation of the University's Academic Integrity Policy and will be reported to your instructor.

Email Testing.ODA@unt.edu with any questions or concerns regarding test accommodations.

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Alternative Accessible Formats E-Agreement

Accessible Alternative Formats eAgreement

You are responsible for:

1. Submitting your requests for course materials conversion as soon as possible after registering for classes. Requests submitted after the beginning of the semester will be processed on a first-come-first-served basis. Every attempt will be made to provide the requested material at least one week prior to the due date or anticipated date of use.

2. Confirming your request with the Alternative Format Production Lab. As soon as you request your letters, please confirm your Alternative Format requests via email to Books.ODA@unt.edu.
Your email confirmation
 

  • informs us that you do want the ODA to convert your course materials and that you did not select the “accessible alternative format” accommodation in error.
  • will help us focus our conversion efforts on materials for the students who are actively using them rather than spending time converting materials that are not utilized

3. Obtaining ownership of all course materials for which conversion is requested.

4. Providing proof of ownership to the Office of Disability Access (ODA). (This must be done before any alternative formats can be provided to you.) You can send this to: Books.ODA@unt.edu.

5. Providing a syllabus for each course to the Alternative Format Production Lab, if you request materials within two weeks of the beginning of the semester. ("Course Syllabus" refer to whatever document you receive from your instructor telling you reading assignment due dates.) Email to: Books.ODA@unt.edu.

6. Submitting changes to academic schedule - Changes must be submitted as soon as any changes are made to your class schedule. The ODA is NOT automatically notified when students change courses. Students must inform ODA of any changes if accessible alternative formats are required.
 

You understand and agree that by accessing alternative formats provided by the ODA:

  • Any violation of this agreement may be considered a violation of the University of North Texas Student Code of Conduct and/or Copyright Law and may result in penalties.
  • Accessible alternative formats are provided as an accommodation to you based on disability-related information that you provided to the ODA at the University of North Texas.
  • Any alternative formats provided by the ODA are for your use only.
  • You will not copy, reproduce, nor share any alternative format materials, nor allow anyone else to do so, pursuant to the Copyright Revision Act of 1976 as amended.
  • Should you cease to have ownership (rental/purchase) of the physical materials, you will immediately destroy any and all alternative formats copies you possess.
  • You must inform ODA of any problems accessing your alternate format materials. ODA will make every effort to resolve the problem and if necessary, ODA will replace problematic material with a usable copy.

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Communication Access E-Agreement

To ensure availability of service providers:

1. Students should register for classes at the earliest possible date.

2. Students must request Letters of Accommodations for the semester in which Interpreting or CART services are needed. Providers will not be scheduled until students request their Letters of Accommodations.

3. Students are responsible for requesting services in a timely manner (see below submission schedule).

  • On Campus Request - 3 business days (72 business hours)
  • Off Campus Request (within the DFW Metroplex) - 7 business days
  • Off Campus Request (outside the DFW Metroplex) - 30 business days
  • Study Abroad Interpreter Request - 3 months in advance

4. Students must inform the Student Services Coordinator of any classroom changes or class cancellations as well as adding or dropping a class.

5. Students should notify the Student Services Coordinator if they will be absent as soon as the student is able to before class. This allows the Coordinator to inform the Service Provider in a timely manner. If a student misses 3 consecutive classes, without notification, services will be suspended until meeting with the Student Services Coordinator.

6. Service providers will wait in the appropriate location* until the student arrives. They will wait 10 minutes for a 50 minute class, 15 minutes for a 1 hour 20 minute class, and 30 minutes for a 3 hour class. If a student does not come to class the Service Provider will notify the Student Services Coordinator.

*appropriate location is outside the class for Sign Language Interpreters and inside the class for CART providers.

7. Interpreters will interpret everything the instructor and students in the classroom say into Sign Language and will voice everything the Deaf student signs.

8. Students should notify the Student Services Coordinator immediately if there is a problem with any service provided by the ODA. This includes late arrival, unprofessional behavior or dress, breach of confidentiality, etc.

9. Students are encouraged to introduce themselves to the instructor and the Service Provider on the first day of class.

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Modification of Course Attendance Policy E-Agreement

Your accommodations include asking faculty to consider modifying the course attendance policy should you miss class due to an unexpected issue related to your disability. In an effort to ensure students who have this accommodation understand how this accommodation is provisioned as well as its limitations, you are responsible for understanding the information presented below.

1. This accommodation is NOT retroactive and does NOT begin until you and your instructor discuss how this accommodation would work in that class. Therefore, it is vital for you to schedule an appointment with each of your instructors as soon as possible after your accommodation letter has been emailed to your instructors. The ODA has created guidance to help guide the conversation. Contact the ODA if you would like assistance in discussing this accommodation with faculty.

2. Absences must be due to the limitations associated with the documented disability for which you are receiving accommodations.

3. Discuss the following items with each of your instructors:

  • What the instructor considers to be a reasonable amount of absences in this class,
  • The instructor's preferred method of being contacted and what he/she considers timely notification of your absence, and
  • The time table to turn in missed assignments and exams/quizzes, if applicable.

4. An attendance accommodation does not allow you to be excused from class for all disability-related absences. Instead, it allows you a reasonable number of disability-related absences.

5. The instructor determines how many absences are reasonable in his/her class based on criteria outlined in the Modification of Course Attendance Guidance on the ODA website. The ODA can assist the instructor and student in determining what a reasonable number of absences would be.

5. An attendance accommodation does not cover frequent absences or being absent for long periods of time (even if these are disability-related).

6. This accommodation may not be permissible where class attendance or participation is considered to be an essential component of the course by the instructor (i.e., in-class group projects, presentations, labs, etc.). Assistance determining with is essential can be provided by the ODA.

7. You are responsible to contact your instructor, in the manner specified by the instructor, within the time frame established by you and your instructor during your initial discussion. In case of hospitalization, you should have a designated friend or family member responsible for contacting instructors. If unable to do so, contact ODA for further instruction.

8. If no contact is made with the instructor regarding absences, at his/her discretion, absences may not be covered under this accommodation.

9. You are responsible for getting the course material when absent and arranging timely make-up of assignments/exams as previously discussed with the instructor.

10. Please use the Modification of Course Attendance Policy MOU Form during your discussion to establish parameters for each course and review full details of this accommodation (which were provided to you initially via email) on the ODA webpage.

If you have any questions, please contact our office immediately.

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Occasional Extension of Due Dates (Up to 48 hours) E-Agreement

Your accommodations include Occasional Extension of Assignment Due Dates (up to 48 hours). Extension of deadlines as a reasonable accommodation is infrequently used and typically reserved for students that have provided documentation of a disability that is unpredictable, acute, and episodic. Students eligible for this accommodation are expected and encouraged to meet assignment deadlines. However, they may occasionally have periods when they are unable to complete work at a scheduled time, such that some leniency in a late-work policy is reasonable. This accommodation typically applies to short-term assignments (e.g., homework), rather than to large long-term projects that have been assigned since the beginning of the semester.

In an effort to ensure students who have this accommodation understand how this accommodation is provisioned as well as its limitations, you are responsible for understanding the information presented below.

1. This accommodation is NOT retroactive and does NOT begin until you and your instructor discuss how this accommodation would work in that class. Therefore, it is vital for you to schedule an appointment with each of your instructors as soon as possible after your accommodation letter has been emailed to your instructors. The ODA has created guidance to help guide the conversation. Contact the ODA if you would like assistance in discussing this accommodation with faculty.

2. Requests for extensions must be due to the limitations associated with the documented disability for which you are receiving accommodations.

3. Extension of assignment due dates must be established with the instructor. Within two weeks from the date of receiving the letter of accommodation, students must schedule an appointment and meet with the instructor to have a conversation about how occasional extensions on assignments would work in the course. The following topics should be discussed each time a student needs a deadline extension due to a disability related reason:

  • Time frame that student must notify the instructor (e.g., within 24 hours of the missed deadline).
  • Time frame within the missed deadline to submit the assignment. The accommodation states up to 48 hours. However, the instructor has discretion to adjust. Please contact ODA with questions.

4. Students must work closely with their instructors in adjusting deadlines for an assignment. Reasonable use of this accommodation requires active collaboration among students, instructors, and ODA on a case-by-case basis to ensure that the integrity of a course or program is maintained.

5. Students are responsible for notifying the instructor of their need to utilize their accommodation in advance of the assignment deadline. However, if the student is unable to inform the instructor due to disability-related reasons, the student should contact the instructor as soon as possible to discuss the possibility of make-up work.

6. Accommodations are not retroactive; instructors are not required to honor this accommodation if students notified instructors after the assignment due date has lapsed.

7. The student is responsible for completing all assignments and meeting all the core learning objectives and curricular outcomes, as outlined in the course syllabus, within the time period of the semester.

8. If at any time, the student believes an instructor is not honoring the terms of the accommodation, the student should contact ODA as soon as possible. ODA will contact the instructor to gather additional information and discuss available options.

9. If the student is unable to complete all assignments within the time period of the semester, the student should first visit with their instructor to determine what possibilities exist for additional flexibility, if any. The student or instructor is encouraged to consult with ODA staff.

10. In certain instances, extension of assignment deadlines may not be a reasonable accommodation during 3-week or 5-week academic terms.

11. Students should not assume this accommodation will automatically be implemented to a late work without discussing it with their instructors first.

10. Students are not required to provide a doctor's note when requesting this accommodation.

At any point, if you need assistance from the Office of Disability Access staff, please feel free to contact us.

GRIEVANCE PROCEDURES
The UNT Policy 16.001 details accommodation policies and the University ADA/504 Grievance Procedures.