A. OVERVIEW
This document outlines the procedures associated with the Student Accommodations Policy and
provides guidance in the request, assessment, assignment, and implementation of
Accommodations for Students.
B. PROCEDURES
1.
ACCOMMODATION DECISIONS
1.1.
Access and Inclusion Services has the authority to collect, assess, and maintain
all records associated with the provision of Accommodations for Students
associated with Students Accommodation Policy and these Procedures.
1.2.
Access and Inclusion Services determines Reasonable Accommodations based
upon the review of the relevant material and consultation with areas impacted by
implementing Accommodations.
1.3.
In all cases, decisions about Accommodations will be made in a timely fashion, in
consultation with Access and Inclusion Services and based on documented bona
fide and reasonable justification. Those with decision-making authority will fully
apprise themselves of the relevant information, involving individuals who are
knowledgeable about accessibility, accommodations and human rights legislation.
A request for Accommodation shall not be denied without first consulting with the
appropriate University representative responsible for upholding its statutory
obligations. Accommodations can only be denied by the University for reasons of
Undue Hardship.
1.4.
All University employees involved within the Student Accommodations policy and
procedures will uphold and maintain the confidentiality and privacy of the Student
information associated with the process.
2.
REQUESTING ACCOMMODATIONS
STUDENT
ACCOMMODATIONS
PROCEDURES
Procedure Type:
Management
Initially
Approved:
May 28, 2026
Policy Sponsor:
Vice-President,
Students
Last
Revised:
Administrative
Responsibility:
AVP, Student
Experience and
Success
Review
Scheduled:
May 28, 2031
Approver:
Executive Leadership Team
2.1.
Students requiring Accommodations must register with Access and Inclusion
Services as early as possible to avoid a delay in implementing Accommodations.
A Student should request Accommodations as soon as they accept their admission
to the University and are aware that they will require Accommodations to
participate fully within a given University activity or academic program.
2.2.
It is the responsibility of the Student to provide the Access and Inclusion Services
department with the necessary documentation or information with sufficient time
to assess, assign, and implement Reasonable Accommodations. The
documentation required is dependent upon the protected ground:
a) Disability-related Accommodations - require relevant medical, psycho-
educational or psychological documentation of the functional limitations
and indicate the impact of the disability(ies)/condition(s) has on the
Student and must be:
i. from a physician, psychologist, audiologist, ophthalmologist or
other licensed specialist;
ii. submitted on letterhead and include the clinician's name, title,
phone number, address, date(s) of assessment; and
iii. Dated and approved by a qualified medical professional.
b) Other Protected Grounds Accommodations - require sufficient information
that clearly details the nature of the Limitation(s) that occur as a result of
the Protected Ground and how it impacts the participation within the
University.
2.3.
As part of the accommodation process Students must inform Access and Inclusion
Services for which purposes they require Accommodations:
a) Academic Accommodations - outline what academic program in which the
student is enrolled and require Accommodations for academic
participation and/or assessment.
b) Work Integrated Learning Accommodations - indicate in advance the
participation in work integrated learning requirements such as but not
limited to practicums, internships, work experiences, or co-opperative
education placements.
c) Service
Accommodations
-
outline
how
they
would
require
Accommodations to obtain services as a Student such as but not limited
to academic advising, student learning services, orientation activities, or
residence services.
2.4.
When applicable, Students are to submit appropriate funding applications for
academic accommodations as identified by the Access Advisor.
2.5.
Students are responsible for reviewing and acknowledging their understanding of
the service requirements to request, assess, assign, and implement when
receiving Accommodations as outlined within the Access and Inclusion Services
Terms and Conditions.
3.
ASSESSING ACCOMMODATIONS
3.1.
After a Student has registered and provided Access and Inclusion Services with
the required documentation or information they will meet with an Access Advisor
and review their Limitation(s) in order to determine appropriate Assigned
Accommodations that will address their Limitations.
3.2.
The Access Advisor may require additional documentation or information about
Limitations in order to appropriately determine Reasonable Accommodations.
3.3.
Students are required to contact the Access Advisor in a timely manner should
there be any changes to their circumstances that require a re-assessment of their
Limitations or Accommodations or should they require participation in a new
University activity that requires a review of their Accommodations such as a need
to participation in a Work Integrated Learning activity or accessing a new Service.
It is required that Students contact the Access Advisor as soon as it is known that
they require updated Accommodations to provide sufficient time to implement
Accommodations and avoid delays.
4.
ASSIGNED ACCOMMODATIONS
4.1.
Once the Access Advisor has completed their assessment they will determine
Assigned Accommodations that are determined to be broadly sufficient to address
the Student’s Limitations.
4.2.
If Access and Inclusion Services anticipates a significant impact in implementing
the Assigned Accommodations they may reach out to Implementors in advance to
discuss any necessary adjustments to accommodations.
4.3.
The Student will be provided with access to a Statement of Assigned
Accommodations. This document includes an overview of Accommodations for the
Student that address their Limitations. The assigned accommodations have not
been customized to address unique classroom, service or work-integrated learning
situations and may need to be adjusted to address the specific requirements of the
location of implementation.
4.4.
It is a Student’s responsibility to communicate in a timely manner with the Access
Advisor about any issues or concerns they have with the Assigned
Accommodations and how they address their Limitations. A Student should
contact the Director of Access and Inclusion Services should they have concerns
that their Accommodations are not reasonable or if they believe the Student
Accommodation policy or procedures were not followed.
4.5.
After all above steps have been taken a Student may choose to appeal their
Assigned Accommodations which is covered in section 6.0 of these procedures.
5.
IMPLEMENTING ACCOMMODATIONS
5.1.
To implement Accommodations the Student is to choose which of their Assigned
Accommodations they would like implemented within the specific situation such as
academic, work integrated learning, or service. This will generate a Statement of
Assigned Accommodations that will be provided to the Implementor in a timely
manner to provide sufficient time for implementation.
5.2.
Students must provide the Statement of Assigned Accommodations to the
Implementor as soon as possible and provide sufficient time for the Implementor
to review and have reasonable time to implement any Accommodations.
5.3.
The Implementor should provide the Student with an opportunity to discuss
Assigned Accommodation requirements in a private and confidential setting. Not
all Assigned Accommodations may be necessary in all situations.
5.4.
The Implementor will review the Assigned Accommodations in a timely manner for
feasibility. If the Assigned Accommodations are able to be implemented without
adjustments the Implementor will Acknowledge the Statement of Assigned
Accommodations with Access and Inclusion Service.
5.5.
Implementors will implement Assigned Accommodations within a reasonable
amount of time. Students must provide a reasonable amount of time for
Implementors to review, consult, and implement the Accommodations. Without
sufficient notice, accommodations may be delayed or not feasible in the given
timeframe.
5.6.
If the Assigned Accommodations may adversely impact the delivery of the
academic activity, service, or work integrated learning activity the Implementor
may consult with the Access Advisor to determine if there is a reasonable
alternative Accommodation or to discuss any Bona Fide Requirements or issues
of Undue Hardship. As part of the consultation Access and Inclusion Services may
not disclose medical information but can disclose the Limitation(s) essential to the
Accommodation as a result of a Protected Ground on a need-to-know basis.
5.7.
After consultation, if alternative reasonable Accommodations are identified the
Implementor will submit them to Access and Inclusion Services who record the
Adjusted Accommodations that will be used for that specific implementation
location.
5.8.
After speaking to the Access Advisor, if the Implementor has concerns that the
Assigned and/or Adjusted Accommodations will pose a significant burden to
implement they can submit a Request for Accommodation Implementation
Support. All requests will be reviewed by the Director of Access and Inclusion
Services or designate, who will consult with the Vice Dean or Director of the
department responsible for the implementation of the Accommodations. A
decision will normally be communicated in writing to the Implementor within five
(5) business days.
5.9.
An Implementor may contact their supervisor, department chair, or employer
should they have concerns that the Accommodations, assigned and/or adjusted,
are not reasonable or if they believe the Policy or Procedures were not followed.
5.10.
After all steps above have been taken an Implementor may appeal the
Accommodations as outlined within section 6.0 of this document.
6.
APPEALING ACCOMMODATIONS
6.1.
After all steps associated with the assessing, assigning and/or implementing
Accommodations have occurred an Accommodation(s) may be appealed by
submitting a Request for Accommodations Appeal Form within 2 weeks of the
assigned or adjusted Accommodations determined.
6.2.
The decision maker of the Request for Appeal is dependent upon who is appellant:
a) Appeals made by a Student for Assigned or Adjusted Accommodations
are decided by Associate Vice President Student Experience and Success
or designate.
b) Appeals made by Implementors for academic Accommodation are
decided by the Vice Dean of the academic program or designate.
c) Appeals made by Implementors for service Accommodations are decided
by the Associate Vice President Student Experience and Success or
designate.
d) Appeals made by Implementors for work integrated Accommodations are
decided by the Vice Dean of the academic program for which the
placement is conducted or designate.
6.3.
Assigned or Adjusted Accommodations will remain in place pending the
completion of the appeal process unless otherwise stated in writing by the decision
maker.
6.4.
The decision maker will work with the Director Access and Inclusion Services or
their designate to access to the necessary information about the Limitations
collected by Access and Inclusion Services in the determination of the
Accommodation being appealed where relevant to the decision being made.
6.5.
The decision maker will provide the appellant with an opportunity to meet and
discuss their appeal. The decision maker may consult with the Director of Access
and Inclusion Services, Implementors, appellant, or relevant University officials
where necessary to access and understand relevant information associated with
the Duty to Accommodate or the impacts of implementation.
6.6.
The decision maker can make the following outcomes:
a) Uphold the Assigned and/or Adjusted Accommodation(s) as originally
determined.
b) Establish a different Assigned and/or Adjusted Accommodation(s) that
would be a Reasonable Accommodation.
c) Uphold a determination that an Accommodation is not reasonable or the
finding of Undue Hardship and therefore deny the Assigned or Adjusted
Accommodation(s).
6.7.
A final decision will be provided in writing normally within 2 weeks of submitting the
Request for Accommodations Appeal form. Should there be a requirement to
extend the timeline the decision maker will inform the appropriate parties of the
new proposed end date. Access and Inclusion services will receive a copy of the
decision letter.
6.8.
All appeal decisions are final.
C. DEFINITIONS
(1)
Accommodation:
refers to changes or adjustments to a service, materials,
resources, criterion, or environment to remove barriers to the
point of undue hardship as a result of a protected ground.
(2)
Access Advisor:
refers to the Access and Inclusion Services professional who is
qualified to examine, assess, determine, and identify
accommodations for students.
(3)
Assigned
Accommodations:
refers to the generic Accommodations that the Access Advisor
has determined are appropriate to address the Functional
Limitations. These Accommodations are not specific to any
University activity and may require adjustment at the time of
implementation.
(4)
Adjusted
Accommodations:
refers to the agreed upon reasonable adjusted Accommodations
that the Access Advisor has determined are appropriate to
address the Limitations. These Accommodations have been
adjusted to address the specific University activity.
(5)
Bona Fide Educational
Requirement(s):
refer to requirements that are a reasonable and justifiable
component of a course or program that may limit entry to or
completion of the course or program. They included admission,
progression, and graduation requirements essential for students
to demonstrate knowledge and skills of the course and program
outcomes.
(6)
Bona Fide Occupational
Requirement:
as defined by the Alberta Human Rights Commission, is the
standard or rule that is integral to carrying out the requirements
of a particular position within a workplace.
(7)
Duty to Accommodate:
refers to the legal obligation to adjust rules, standards, policies,
and physical environments to reasonably address a Student’s
Functional Limitations to the point of undue hardship as a result
of a Protected Ground.
(8)
Implementor:
refers to any member of Mount Royal University responsible for
executing an Assigned or Reasonable Accommodation as part
of the legal duty to accommodate.
(9)
Limitation:
is a restriction of an individual’s ability to perform specific tasks
or activities caused by an element of a Protected Ground which
include the Functional Limitations associated with disability-
related impairments or restrictions.
(10)
Reasonable
Accommodation:
refers to any changes or adjustments to a service, materials,
resources, criterion, or environment that enable a person
requiring an accommodation because of a protected ground to
participate in their education or access services.
(11)
Protected Ground:
as defined by the Alberta Human Rights Commission, refers to
the personal characteristic of individuals or groups of individuals
that is protected under human rights legislation. The protected
grounds under the Alberta Human Rights Act are, but not limited
to: religious belief, gender, physical disability, mental disability,
and family status.
(12)
Student:
refers
to a student of the University currently enrolled in the
programs offered at the University.
(13)
Undue Hardship:
refers to when an accommodation creates significant
unsupportable conditions, which may include, but are not limited
to:
a) Overwhelming financial cost or disruption to University
operations; and/or
b) significant competing rights; and/or
c) health and safety concerns;
d) An accommodation would compromise the Bona Fide
Educational or Occupational Requirements.
(14)
University:
refers to Mount Royal University.
(15)
University Community:
refers to students, employees, the Board of Governors,
contractors, volunteers and visitors to the University.
D. RELATED POLICIES
● Access to Information Policy
● Human Rights Policy
● Examinations Policy
● Universal Access Policy
E. RELATED LEGISLATION
● Alberta Protection of Privacy Act
● Alberta Human Rights Act
F. REVISION HISTORY
Date
(mm/dd/yyyy)
Description of
Change
Sections
Person who
Entered Revision
(Position Title)
Person who
Authorized
Revision
(Position Title)
05/28/2026
Initially approved
Board of
Governors