Throughout the disability services process, it is important for faculty, staff, and Student Accessibility Services (SAS) staff members to work together interactively to determine accommodations that comply with federal law, are reasonable and appropriate, and do not impede the academic and technical standards or requirements of a class. 

Faculty members with questions concerning SAS recommended accommodations should consult with Student Accessibility Services as quickly as possible to resolve any issues. 

If Student Accessibility Services, the student, and the faculty member cannot agree on reasonable and appropriate accommodations, the case will be referred to the campus ADA/504 Coordinator, in the Office of Equal Opportunity, for resolution.

This policy applies to all University of Vermont faculty, staff, faculty and students.

Office of Accessibility Services (OAS): The University office designated to determine reasonable academic accommodations for students with disabilities and to facilitate their implementation.

Interactive Process: The collaborative process through which OAS and the student engage in an individualized review of disability-related accommodation requests.

Accommodation Determination: A decision by OAS regarding the approval, denial, or modification of a requested academic accommodation.

For additional definitions related to these Procedures, please see: Disability Certification, Accommodation and Support – Students.

The purpose of this procedure is to provide a prompt and equitable process for the resolution of disputes regarding the reasonableness or appropriateness of an academic accommodation determination made by the Office of Accessibility Services (OAS).

This procedure fulfills the University’s obligation under Section 504 of the Rehabilitation Act and the Americans with Disabilities Act to maintain grievance procedures for the prompt and equitable resolution of disability-related academic accommodation disputes.

This procedure is intended to ensure consistency, transparency, and compliance with federal disability law while preserving the academic integrity of the University’s programs.

This procedure applies to:

• Situations in which a student or relevant academic official and OAS are unable to reach agreement through the interactive process regarding the reasonableness or appropriateness of an academic accommodation determination.

This procedure does not apply to:

• Routine operational or exam-day logistics concerns;
• Concerns raised after an academic activity is completed where an approved accommodation was not requested or activated at the time of the activity;
• Academic performance or grading disputes;
• Allegations of discrimination, harassment, or retaliation based on disability, which are addressed through the University’s Equal Opportunity/Office of Equal Opportunity (EO/OEO) procedures.

This procedure is initiated only when:

1. OAS has made an academic accommodation determination; and
2. The student or relevant academic official disagrees with that determination and  the student, OAS, and the relevant academic official are unable to reach agreement regarding that determination through the interactive process.

This procedure is not initiated when no accommodation request was made for the relevant academic activity.

Concerns regarding the implementation of approved accommodations should be raised as soon as possible so that the University has an opportunity to evaluate and, where appropriate, address the issue in real time.

Students are encouraged to work with OAS to resolve concerns through the interactive process prior to initiating this procedure.

Many implementation concerns can be addressed through consultation with OAS and the relevant academic unit without the need for formal review.

Step 1 – Submission

The student submits a written request for review to the ADA/504 Coordinator or designee. The request must include:

• The academic accommodation determination at issue
• The basis for the disagreement
• The requested resolution

Step 2 – Review

The ADA/504 Coordinator or designee will conduct an individualized review, which may include consultation with OAS, the student, and relevant academic officials. The ADA/504 Coordinator may, but is not required to, invite the student to participate in a conversation and/or submit additional relevant information for consideration. If a conversation takes place, the student may be accompanied by an advisor or support person of their choice; the advisor may not participate directly in the review.

The review will evaluate whether:

• The interactive process was followed;
• The accommodation determination was based on appropriate consideration of disability-related documentation and academic requirements;
• The determination was reasonable.

Step 3 – Outcome

A written outcome will be provided to the student. The written outcome will constitute the University’s final decision under this procedure.

This procedure addresses only disputes regarding academic accommodation determinations. Other concerns are addressed through separate processes:

• Disability discrimination or harassment → EO/OEO grievance process
• Academic progression or grading decisions → College or school academic review procedures
• Operational or course-related concerns → Academic unit processes

The ADA/504 Coordinator oversees the equitable implementation of this procedure and serves as the referral point when a matter cannot be resolved through the interactive process.

The ADA/504 Coordinator may identify patterns or systemic issues and refer them for institutional review.

This procedure is prospective in nature and is not intended to retroactively alter academic outcomes.

The University will make reasonable efforts to complete the review within 30 calendar days, absent extenuating circumstances. 

The University will maintain records of requests and outcomes in accordance with applicable record-retention requirements.

Retaliation for the use of this procedure is prohibited. This procedure and all related communications will be provided in accessible formats upon request.

Training will be provided on an as-needed basis as determined by the Approval Authority or the Responsible Official.

Questions concerning the daily operational interpretation of this UOP should be directed to the following: