Apply Now
Table of Contents

Policies and Procedures

The reasonable accommodation policy, confidentiality, and the appeal process.

Reasonable Accommodation Policy

Purpose

To establish the definition of a reasonable accommodation as students go through the process of requesting and receiving accommodations. This policy should be considered in all cases and will aid in the determination of approved accommodations for each student.

Policy

WNMU is committed to the recognition and the proactive pursuit of compliance with the Americans with Disabilities Act of 1990 (ADA). WNMU makes reasonable accommodations for self-identified students unless such accommodations would have the end result of fundamentally altering a program or service, or of placing an undue burden on the operation of WNMU. Qualified students or program users with disabilities should contact the Student Accessibility Office for information regarding accommodations in the academic setting. For accommodations in the work area, please contact the Department of Employee and Labor Relations.

Accommodation Procedures

Purpose

To provide Western New Mexico University (WNMU) students a clear understanding of the process for requesting accommodations for a disability. All requests for accommodation will be reviewed on a case-by-case basis. Not all requests for accommodation will be approved. Modifications, changes, or denials may occur depending on circumstances.

Reasonable Accommodation Procedure

In order for reasonable accommodations to be reviewed for approval, the student must engage in the interactive process with the Student Accessibility Office (SAO) using the following steps:

  1. Submitting documentation. The student must submit a Petition for Services form. Students are encouraged to register for services as soon as possible.
  2. Meeting with the SAO. As soon as the Petition for Services form has been submitted to the SAO, the office will get in contact with the student and make an appointment to complete a New Student Intake.
    • During this appointment, the SAO representative and student will have an interactive conversation about the current impact or barriers to education the student experiences, and will determine what, if any, reasonable accommodations should be put in place.
    • The student will be instructed to gather all necessary medical documentation to continue with the services.
    • The student will need to provide a copy of their current course schedule, including course name, course number, and instructor full name.
  3. Accommodation Letter. If accommodations are approved during the SAO and student meeting, the student will receive an Accommodation Letter listing the exact accommodations they are approved for. This letter is generally available within 2–3 business days.
    • The student provides a copy of the Accommodation Letter to each individual facilitating their accommodations (for example, their professor) and is responsible for discussing their approved accommodations.
  4. Renewal of Accommodation Letters. Accommodation Letters must be renewed each semester in order for the accommodations to be valid in that semester’s courses. To renew an Accommodation Letter, the student should email, call, or stop by the SAO with their new semester schedule to request their letters. Renewed letters are available within 2–3 business days.
    • Students will meet with the SAO yearly to keep their profile updated.
    • A new doctor’s note will not be requested upon renewal, but the SAO can request a new note as needed.

It is the expectation of WNMU and the Student Accessibility Office that the student maintains contact with the SAO and remains actively involved in the accommodation process throughout the semester. Any questions or concerns regarding accommodations should be communicated to the SAO as soon as possible, and additional appointments made if appropriate. There is no deadline for requesting accommodations per semester, but it is strongly recommended that the student submit their request during the first two weeks of the semester start date, as accommodations are not retroactive at any point.

Confidentiality Statement

WNMU recognizes that student disability records contain confidential information and are to be treated as such. Therefore, documentation of a student’s disability is maintained in a confidential file and is considered part of the student’s education record. Information related to a disability may be disclosed only with the permission of the student, or as permitted by WNMU’s student records policy and federal law. A student’s right to privacy must still be balanced against WNMU’s need to know the information in order to provide requested and recommended services and accommodations. Therefore, in the interest of serving the needs of the student, the provision of services may involve Student Accessibility Office staff disclosing disability information provided by the student to appropriate university personnel participating in the accommodation process. The amount of information that may be released is determined case by case, and will be made in accordance with WNMU’s policy on student records.

Appeal Procedures for Accessibility Services

Purpose

To provide Western New Mexico University (WNMU) students an opportunity to appeal a decision made about their accommodation request on the grounds of procedural or substantive error.

Procedure

If a student is not granted their requested accommodations under the Reasonable Accommodation Policy, and feels the decision does not best serve their educational needs, the student has the right to submit an appeal of the decision. The appeal must be in writing, addressed to the Student Accessibility Office, and must be submitted within ten (10) business days of the accommodation decision. General dissatisfaction with an accommodation decision is not grounds for an appeal. An appeal of an accommodation decision must be based on one or more of the following grounds:

  1. There was a procedural error made during the accommodation review process that substantially impacted the outcome of the decision — for example, the student was not given an opportunity to participate in the “interactive process,” the collaborative effort to arrive at a reasonable accommodation.
  2. There was a substantive error, such as a misunderstanding of the accommodation request, made during the accommodation review process that substantially impacted the outcome of the decision.

Once the appeal has been submitted, the SAO will reach out to the student about the appeal to revisit possible solutions or alternatives for the accommodation need. Once a decision is made, if the student still does not agree with it, they will need to submit a second appeal to the Vice President of Compliance and Communications (VPCC) within ten (10) business days of the decision from the SAO. The appeal should include information about the student’s attempts to work with the Student Accessibility Office and a justification for approving the request. The VPCC will review the appeal and make a final determination, and shall provide a written copy of the decision to the student and the SAO. The VPCC’s decision cannot be appealed further.

If a student believes discrimination on the basis of a disability has occurred at any step of this process, they may file a discrimination complaint with the Office of Civil Rights and Title IX using the WNMU Report It reporting form.

Student Accessibility Services Handbook

The Student Accessibility Office handbook sets out our policies and procedures in full. The handbook is currently being updated. To request a copy, or to request it in an alternative format, contact the SAO at (575) 538-6277 or accessibility@wnmu.edu.