Frequently asked questions
- What types of disabilities does the University accommodate for? How is a disability defined at UBC?
- How and when do I register with Access & Diversity?
- What are academic accommodations?
- Who is responsible for determining a student’s academic accommodations?
- What medical documentation do I need to provide when registering with Access & Diversity?
- Can instructors ask about the nature of my disability or request to see my disability documentation?
- How do I change my accommodations?
- I am eligible for exam accommodations. Do I need to write my exams with Access & Diversity?
- Will my disability-related accommodations or services appear on my academic transcript or University record?
- Once registered with Access & Diversity, do I need to meet with my Diversity Advisor – Disability again?
- Can I access services from Access & Diversity for a temporary injury like a broken arm?
1. What types of disabilities does the University accommodate for? How is a disability defined at UBC?
Access & Diversity provides academic accommodations to students with disabilities. These include, but are not limited to:
- physical disabilities, such as visual impairment, hearing loss, or mobility limitations;
- mental health conditions, such as depression, anxiety disorders, or schizophrenia;
- chronic health conditions, such as arthritis; and
- neurological disabilities, such as head injuries, attention deficit disorder, and learning disabilities.
Read UBC's policy on Academic Accommodations for Students with Disabilities (Policy 73) to find out how the University defines disability.
2. How and when do I register with Access & Diversity?
To register with our office and make an appointment with a Diversity Advisor – Disability, contact our front desk. If you already have documentation of your disability, bring this to your first appointment.
Begin this registration process well in advance of your course start date. We recommend that you meet with a Diversity Advisor – Disability as soon as you have been offered admission to UBC.
As the provision of academic accommodations can vary in complexity, requests need to be made well in advance both for students registering with Access & Diversity for the first time and returning students seeking changes or additions to their academic accommodations.
3. What are academic accommodations?
Academic accommodations are modifications made to the usual University procedures and/or the provisions of support services. Accommodations help ensure that students with a documented disability are able to fully demonstrate their knowledge in their course or program, and that they are able to access University programs and services.
When providing academic accommodations, the University must ensure that they do not interfere with the essential learning outcomes of the course or program and that they do not compromise the academic standards of the University.
4. Who is responsible for determining a student’s academic accommodations?
The University has designated Access & Diversity to determine the academic accommodations that a student is eligible for. These responsibilities are outlined in Policy 73.
The Diversity Advisors – Disability have experience in reviewing disability documentation and determining appropriate accommodations.
You should not negotiate academic accommodations with your instructors.
5. What medical documentation do I need to provide when registering with Access & Diversity?
To request academic accommodations, you will need to provide Access & Diversity with medical documentation prepared by a medical professional who is qualified to diagnose your specific disability or medical condition. For example:
- Learning disabilities are diagnosed by a registered psychologist.
- Visual impairments are diagnosed by opthamologists.
- Hearing loss is diagnosed by an audiologist.
- Mental health conditions, such as schizophrenia, are diagnosed by a psychiatrist.
Disability documentation must:
- Be current (no more than three years old)
- Include the diagnosis
- Include a detailed description of the functional impact of the disability or medial condition in the academic environment
- Provide details about the prognosis and/or timelines for recovery
Medical documentation provided to Access & Diversity is treated as confidential.
6. Can instructors ask about the nature of my disability or request to see my disability documentation?
Instructors should not ask you about the nature of your disability or request copies of your disability documentation. You only need to provide this documentation to Access & Diversity.
Once you are registered with our office and have provided us with your disability documentation, your Diversity Advisor – Disability will provide you with an academic accommodations letter to give to each of your instructors. This letter outlines your eligible academic accommodations and any information required to implement them. You are responsible for giving this letter to your instructors at the start of the term.
If an instructor has questions about your disability or eligibility for accommodations, direct them to your Diversity Advisor – Disability. If you have not registered with our office yet, let your instructors know that you plan to.
7. How do I change my accommodations?
Meet with your Diversity Advisor – Disability to request changes to your academic accommodations. Requests for new accommodations or changes to current ones must be made early in the term because this process takes time. Depending on the nature of the accommodation and the timing of the request, immediate implementation may not be possible.
Requests for new accommodations or changes to existing ones cannot be considered after:
- November 10 for implementation in the December exam period
- March 10 for implementation in the April exam period
These timelines apply to both new and existing registrants of Access & Diversity.
8. I am eligible for exam accommodations. Do I need to write my exams with Access & Diversity?
Not necessarily. Most eligible students write their exams with Access & Diversity because it is not always possible for their instructor or faculty to arrange exam accommodations, such as providing additional exam writing time or specialized equipment.
However, when feasible and with the agreement of your instructor, you may access your exam accommodations through the department.
9. Will my disability-related accommodations or services appear on my academic transcript or University record?
No. Your transcript and record will not note your registration for disability-related accommodations or services. Information about your disability-related needs is only provided to those who require it to implement your accommodations. It is expected that this information will be treated as confidential by all University personnel.
10. Once registered with Access & Diversity, do I need to meet with my Diversity Advisor – Disability again?
Yes. Each September, you need to meet with your Diversity Advisor – Disability to review your accommodations and pick up a new academic accommodation letter for your instructors.
Before you can pick up Exam Accommodation Forms for your new courses, your Diversity Advisor – Disability has to update your status with Access & Diversity. Your academic accommodations letter will be valid until August of the following year in most cases, so you do not need to meet with your advisor in January or May unless other issues arise.
11. Can I access services from Access & Diversity for a temporary injury like a broken arm?
Access & Diversity offers services to students with both permanent and temporary disabilities. However, whether we can provide services for your temporary injury will depend on the nature of the injury, its expected duration, and the time of occurrence. Generally, you are advised to take the necessary time to recover from the injury and resume your studies afterward.
To request our accommodations or services for a temporary injury, you'll be required to provide us with the medical documentation. This documentation must be provided by a qualified medical professional and include:
- the diagnosis
- a detailed description of the functional impact of the injury in the academic environment
- the timeline for recovery
