General Guidance

ODS is the campus office responsible for reviewing disability documentation and determining eligibility for accommodations. We assess whether a disability exists, evaluate its functional impact in an academic setting, and identify reasonable accommodations to ensure equal access to learning.

Below are some example email templates you may use to acknowledge receipt of an accommodation letter and encourage the student to communication with you:

Example 1

Hello [Student],

I’m writing because I received the Faculty Notification Letter regarding accommodations you will be utilizing in my course. I want you to know that I’m eager to make those accommodations. Please feel free to set-up an appointment to talk with me about how I can best support you. Do let me know if there are moments in the course when I can better support your particular approach to learning. I am committed to providing a learning environment that is inclusive and accessible to all students. Please let me know how you would like to proceed.

Sincerely,

[Professor’s Signature]

Example 2

Hi [Student],

I received your Faculty Notification Letter from ODS and want to invite you to come and meet with me during my office hours. Providing access to this course is important to me and I want to ensure that we get an opportunity to discuss your accommodations and learning needs fully. We can also talk by phone if that is more comfortable for you. I look forward to hearing from you soon.

Sincerely,

[Professor’s Signature]

Accommodations Specialists are available to address any questions instructors have about requested accommodations. Each student has an assigned Specialist, noted on their accommodation letter. For assistance, contact ods@ua.edu or (205) 348-4285 with the student’s name and course information.

Accommodation letters are student-specific but not course-specific. If a student declines an accommodation or if both student and instructor agree it does not apply to the course, we recommend documenting this via email.

Please remind the student to provide an accommodation letter before receiving accommodations, and refer them to ODS if they need help sending it. Note that accommodations are not retroactive and take effect only upon receipt of the letter.

A student may disclose that they are struggling in your course, and they may or may not indicate that this could be due to a disability. Below are some example email templates you may use when you need to refer students to ODS.

Example 1: Student has NOT disclosed disability

Hello [Student],

I am sorry to hear you are experiencing some difficulty in this course. I appreciate you letting me know. UA has many options for you in terms of support. These include the Capstone Center for Student Success, Writing Center, Disability Services, Student Health Center, Counseling Center, Women and Gender Resource Center, and Student Care and Well-Being. I encourage you to check out these resources as they may be able to provide you with support. Many students find them helpful and they are an integral part of what the University offers you as a student.

Sincerely,

[Professor’s Signature]

Example 2: Student discloses disability to you

Hi [Student],

Thank you for talking with me today. Because you self-identified as having utilized disability-related accommodations in the past, I wanted to follow up with some information about UA’s Office of Disability Services (ODS). Their office is in Houser Hall 1000 and they can be reached at (205) 348-4285 or ods@ua.edu. Here is a link to the ODS website where you can register or get additional information. I encourage you to make an appointment with them to explore the possibility of using accommodations.

Sincerely,

[Professor’s Signature]

Report accessibility concerns to Facilities at 205-348-5882 or uafacilities@ua.edu. ODS can assist in relocating course sections to accessible locations for students with mobility impairments registered with the office.

Service animals are not considered accommodations and will not appear on an ODS accommodation letter. While students are not required to contact ODS, they are strongly encouraged to do so for guidance on addressing inquiries about their service animals.

Instructors are not allowed to request any documentation for the dog, require that the dog demonstrate its task, or inquire about the nature of the person’s disability. In situations where it is not obvious that the dog is a service animal, instructors may ask only two specific questions:

1. Is the dog a service animal required because of a disability?

2. What work or task has the dog been trained to perform?