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Established: |
14 April 2026 |
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Mandatory Review Date: |
15 April 2027 |
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Supersedes: |
Student Academic Accommodation Guidelines |
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Class: |
G |
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Responsible/Originating Departments: |
Associate Vice-President, Academic Associate Provost, Campus Support and Accessibility |
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Executive Contact: |
Associate Provost, Campus Support and Accessibility |
Related Policies, Guidelines and Procedures:
- AccessAbility Services Guidelines
- Managing Student Information for Faculties, Academic Departments and Schools
- Policy 33 – Ethical Behaviour
- Policy 46 – Information Management
- Policy 58 – Accessibility
- Policy 70 – Student Petitions and Grievances
- Student Academic Disability Accommodations Procedures
1. Introduction
1.1 The University of Waterloo is committed to the health and well-being of its Students, to fostering a supportive environment for learning and discovery, and to building community where all members are treated equitably and fairly.
1.2 The University recognizes an ongoing commitment to values of inclusivity, diversity, equity, and accessibility as important contributions to its teaching and research missions.
1.3 The University recognizes that the Ontario Human Rights Code (the “Code”) guarantees the right to equal treatment in education, without discrimination, and its obligations to take substantial and meaningful measures to promote inclusiveness and equal participation for students on grounds established by the Code.
1.4 Aligned with its commitments, and its obligations under the Code, including the duty to inquire, the University provides academic accommodations to Students with Disabilities who require accommodations to meaningfully access their education at the University, as described in this policy.
1.5 Within the context of this policy and its associated procedures, academic accommodations are modifications or adjustments to the way that a Student with a Disability accesses and fully participates in their academics. These address the way a Student receives course curricula and materials, participates in course activities (such as field work, practicums, lab work), or demonstrates mastery of course or milestone content and skill.In addition to courses, academic accommodations can apply at the program level (such as milestones).
1.6 Academic accommodations do not alter the essential requirements of a program or course. Appropriate academic accommodations provide Students the opportunity to meet the essential requirements of the course or program, with no alteration in standards or requirements, although the manner in which the student demonstrates proficiency, knowledge, and skills may be altered.
1.7 The University will provide meaningful support in this context, carefully considering individual circumstances and institutional responsibilities. This includes the responsibility to accommodate Students up to the point of undue hardship, which is the legal outer limit of the duty to accommodate, and which is considered individually within the full context of a request for academic accommodation.
1.8The University recognizes that Students’ identities can intersect and is committed to an intersectional approach to addressing multiple grounds of discrimination and a process that is considerate of a Student’s identities. The Office of Indigenous Relations and the Office of Equity, Diversity, Inclusion and Anti-Racism provide guidance on intersecting supports and policy considerations to ensure alignment across the University.
1.9 In recognition of the University’s commitments and obligations, this policy and its associated procedures describe the roles and responsibilities of various University community members in the academic accommodation process, and outlines specific procedures for:
- implementing academic accommodations, including Interim Accommodations.
- resolving disputes related to academic accommodations.
- seeking Retroactive Accommodation.
2. Scope
2.1 Employees involved in the provision of academic accommodations to Students are subject to responsibilities outlined in the policy and its associated procedures. Specific roles and responsibilities are articulated in this policy for Course Instructors and Graduate Student’s Supervisors, AccessAbility Services, and Academic Administrators.
2.2 This policy and its associated procedures apply to Students as defined in the policy. This policy and its associated procedures do not apply to to accommodation for Students in their capacity as employees. There is a separate employee accommodation process for students in their capacity as employees of the University managed by the Office of Employee Health and Accommodations.
2.3 The scope of the policy and its associated procedures is academic accommodation of the needs of Students on the protected ground of Disability. The academic calendars (for undergraduate studies and for graduate studies) outline accommodation processes more generally and for other Code-protected grounds.
2.4 External entities and third parties providing goods, services, or facilities to Students have their own responsibilities to provide accommodations under the Code, separate from this policy.
2.5 This policy and its associated procedures do not apply to non-academic accommodation requests such as accommodation requests for administrative process, for example, processes under Policy 33 – Ethical Behaviour.
2.6 This policy and its associated procedures do not encompass the University’s commitments and obligations to accessibility for Students. Other policies, teams, and practices outline the University’s commitments to achieving a barrier-free accessibility for persons with disabilities, including but not limited to Policy 58-Accessibility and the multi-year accessibility plan.
3. Legal Framework
3.1 In addition to the abovementioned “Related Policies, Guidelines and Procedures”, the policy is construed in accordance with the following legal provisions:
- Ontario Human Rights Code, R.S.O. 1990, c. H.19
- Personal Health Information Protection Act, 2004, S.O. 2004, c. 3, Sched. A
- Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31
A reference to legislation includes the regulations made thereunder.
3.2 If any of these legal provisions are modified, abrogated, superseded, or added to, the policy shall be interpreted in accordance with this new legal framework.
4. Purpose
The purposes of this policy and its associated procedures are:
4.1 To describe and implement the University’s duty to accommodate, up to the point of undue hardship, for Students with Disabilities.
4.2 To support the development of practices and procedures that enable equitable and inclusive academic opportunities for Students at the University.
4.3 To outline roles and responsibilities in the accommodation process for those who have responsibility in the Student academic accommodation process.
4.4 To contribute to a culture around academic accommodations and the accommodation process that fosters a climate of understanding, dignity, and confidentiality.
5. Principles
The University is committed to respecting the diversity of its Students and to a collaborative accommodation process. The duty to accommodate is informed by key principles.
5.1 Respect for dignity: means respecting the dignity of the Student and promoting respect, encompassing the Student’s self-worth, autonomy, and empowerment.
5.2 Individualization: means considering the unique identities and needs of each Student. Individualization recognizes that academic accommodations may need to be revisited over time to respond to changes in a Student’s needs.
5.3 Integration and full participation: means removing existing barriers and providing accommodations where barriers continue to exist. This means taking steps to develop and implement accommodations with a view to maximizing a Student’s full participation.
6. Roles and Responsibilities
6.1 University
6.1.1.The University shall inform incoming and current Students, as early as possible and in a readily accessible way, of the accommodations and supports available to Students with known or suspected Disabilities.
6.1.2 The University shall provide academic accommodations for Students, up to the point of undue hardship, in accordance with the Ontario Human Rights Code and other applicable legislation, as well as in accordance with any University policies and procedures.
6.1.3 To support the requirements of the duty to accommodate, University employees with obligations under this policy and its associated procedures are expected to work collaboratively with other parties as required and as necessary to facilitate the accommodation and uphold the policy.
6.1.4 The University shall consider all requests for Retroactive Accommodations, on a case-by-case basis.
6.1.5 The University recognizes its duty to inquire proactively as to whether a Student with accommodation needs is aware of the available accommodation support and to offer a meaningful opportunity for the Student to request an academic accommodation. The duty is triggered where the University is aware, or reasonably ought to be aware, that there may be a relationship between a protected ground and a Student’s behaviour or academic performance.
6.1.6 All individuals involved in the accommodation process and/or in implementing accommodations must protect and maintain Students’ privacy and confidentiality. All accommodation information must only be shared on a need-to-know basis. Personal health information must be collected, shared, disclosed, and stored in manner that is consistent with privacy legislation, Policy 46 – Information Management, and the Guidelines for the Protection of Personal Health Information. Only AccessAbility Services may request a Student’s medical documentation or personal health information for the purposes of accommodations. Employees other than AccessAbility Services should refer to AccessAbility Services Guidelines for handling information related to a Student’s accommodation.
6.2 AccessAbility Services
6.2.1 AccessAbility Services is the University’s centralized office for:
- Receiving and facilitating all applications from Students for academic accommodations.
- Receiving and facilitating any referrals from employees for Students with known or suspected Disabilities.
- Receiving and assessing supporting medical documentation to determine accommodation needs.
- Designing, and revising when needed, Accommodation Plans in collaboration with the Student, the Course Instructor or Graduate Student’s Supervisor, or Academic Administrators. This may be for individual course academic accommodations, graduate milestones, or program-level academic accommodations, as the case may be.
- Managing and facilitating the implementation of academic accommodations, when needed.
- Offering accommodation-based supports that increase Student capacity for personal success.
6.2.2 AccessAbility Services receives requests for and facilitates Interim Accommodations on a case-by-case basis (for example, where medical documentation is pending). Interim Accommodations will be provided for up to one (1) full term and may be extended as necessary. Interim accommodations also apply to graduate milestones.
6.2.3 AccessAbility Services provides direction and/or recommendations to Course Instructors, Academic Administrators, and other employees regarding whether there is a duty to accommodate a Student for the purposes of academic accommodations, Retroactive Accommodations, or other exceptions.
6.2.4 AccessAbility Services maintains confidentiality and privacy in exercising its responsibilities under this policy and its associated procedures in accordance with AccessAbility Services guidelines, Personal Health Information Protection Act, Freedom of Information and Protection of Privacy Act, and Policy 46 – Information Management. This includes informing Students of their rights to privacy, seeking consent to share information as necessary throughout the academic accommodation process, and informing Students how their information is used, stored, and protected.
6.2.5 AccessAbility Services facilitates the procedures related to academic accommodations and Interim Accommodations. AccessAbility Services facilitates the procedures related to Retroactive Accommodations unless they are addressed by another University process.
6.2.7 AccessAbility Services receives and facilitates all Student requests for Retroactive Accommodations.
6.2.8 AccessAbility Services facilitates informal dispute resolution, as set out in the informal dispute resolution procedures and/or any associated guidelines.
6.3 Course Instructors and Graduate Student’s Supervisors
6.3.1 Course Instructors and Graduate Student’s Supervisors refer Students to AccessAbility Services. This includes Students who request academic accommodations from them directly or who indicate that their existing academic accommodation may not be appropriate. Course Instructors or Graduate Student’s Supervisors should also refer Students whom they suspect might require academic accommodations, and or Students who disclose a permanent or temporary Disability. AccessAbility Services referral guidelines provide the recommended referral practice for these types of referrals as well as examples of scenarios where Course Instructors and Graduate Student’s Supervisors should refer Students to AccessAbility Services.
6.3.2 Course Instructors and Graduate Student’s Supervisors collaborate in the design of a Student’s Accommodation Plans and uphold a Student’s Accommodation Plan with AccessAbility Services, with support, for example from Departmental Chairs, School Directors, or AccessAbility Services. To facilitate this, Course Instructors and Graduate Student’s Supervisors:
- Seek clarification from AccessAbility Services when needed.
- Facilitate the implementation of academic accommodations when not already facilitated by AccessAbility Services.
- Participate in the dispute resolution procedures when needed.
- Collaborate with AccessAbility Services to determine an alternative accommodation if the proposed accommodation would cause undue hardship, such as altering the essential requirements of the course, program, plan, or graduate milestone, such that the nature of the course, program, plan, or academic milestone is fundamentally altered.
6.3.3 To help AccessAbility Services facilitate timely accommodations, Course Instructors and Graduate Student’s Supervisors engage in the accommodation process in a prompt manner. Course Instructors and Graduate Student’s Supervisors are also encouraged to follow AccessAbility Services guidelines that outline the timelines for submission of materials.
6.3.4 Where necessary, Course Instructors inform guest lecturers and teaching assistants, or other classroom/lab instructors, of a Student’s Accommodation Plan and their responsibilities to uphold it.
6.3.5 For some Graduate student accommodations, AccessAbility Services may consult with relevant members from the academic unit (such as graduate program coordinators), or Graduate Officers, rather than Graduate Student’s Supervisors, in the design and implementation of the student’s academic accommodation plan. Students will also be involved in this process.
6.4 Students
6.4.1 Students apply to AccessAbility Services once they have accepted their offer of admission from the University, or as soon as they become aware of (or suspect) a need for accommodation, to make the nature of their accommodation needs known.
6.4.2 Students must actively participate in the accommodation process, including:
- Meeting with AccessAbility Services when required to provide input into the development of an Accommodation Plan.
- Following AccessAbility Services published deadlines (for example, exam/test booking deadlines or accommodation activation dates).
- Providing appropriate documentation to AccessAbility Services when required, in accordance with AccessAbility Services guidelines.
- Selecting a classroom, alternate format, and/or testing accommodations at the start of each academic term or as soon as possible, using AccessAbility Services’ online system to activate the Accommodation Plan for the term.
- Requesting Interim Accommodations, as needed, in accordance with AccessAbility Services guidelines.
- Participating in the graduate milestone accommodation process as described in AccessAbility Services guidelines.
6.4.3 Students contact AccessAbility Services if there is a change in their condition, if there are concerns with their individualized Accommodation Plan, and/or if there are course or program requirements for which there is no Accommodation Plan established.
6.4.4 Students make AccessAbility Services aware of the need for Retroactive Accommodation as soon as they are aware of such need and actively participate in the Retroactive Accommodation Procedures.
6.5 Academic Administrators
Department Chairs or School Directors
6.5.1 Department Chairs or School Directors ensure staff and Course Instructors and Graduate Student’s Supervisors within their respective unit are aware of this policy and its relationship to departmental practices.
6.5.2 Department Chairs or School Directors collaborate with AccessAbility Services to resolve informal accommodation disputes, with support, as necessary from the department/program, in accordance with the dispute resolution procedure.
6.5.3 Department Chairs or School Directors act in their capacity to provide Course Instructors and Graduate Student’s Supervisors with resources and required supports to implement any approved accommodation.
All Academic Administrators
6.5.4 Academic Administrators act in their capacity to support the implementation of academic accommodations across the Student’s program of study.
6.6 Academic Advisors
6.6.1 Academic Advisors refer all Students to AccessAbility Services in accordance with section 6.3.1 of this policy.
Appendix A – Glossary
Accommodation Plan. Accommodation plans are designed and facilitated by AccessAbility Services and are individualized and tailored to the Disability-based needs of Students within their academic environment.
Academic Administrators. Associate Deans, Chairs/Associate Chairs, Directors/Associate Directors, or their delegates.
Academic Advisor. Includes undergraduate Faculty (such as Arts, Engineering, Health...) advisors, as indicated on Faculty websites. For graduate students, this includes graduate coordinators or graduate officers.
Course Instructor. The individual assigned in Quest to teach and manage a course and can include regular and part-time faculty members, sessionals, staff instructors, visiting faculty, and CourseInstructor’s delegate. The definition also encompasses the supervisor of an undergraduate student's project or research. If a course is delegated to someone other than the individual assigned in Quest, AccessAbility Services must be notified of this delegation at the beginning of each term.
Disability. The term "disability" is defined as follows in the Ontario Human Rights Code, R.S.O. 1990, c.H.19, as amended from time to time:
- any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device
- a condition of mental impairment or a developmental disability
- a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language
- a mental disorder, or
- an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997
Graduate Student’s Supervisor. A faculty member who is acting as a graduate student’s supervisor, as understood in the Graduate Studies Academic Calendar regulations. If a Student has co-supervisors, one will be assigned as the primary point of contact for milestone/non-course degree requirement accommodations.
Interim Accommodation. Temporary, reasonable academic accommodations that are implemented on a good-faith basis while an accommodation request is under review or while a Student is in an assessment process of diagnosis, and/or obtaining medical documentation, and/or are experiencing barriers in the healthcare system.
Retroactive Accommodation. Requests for an academic accommodation that arises after a deadline or the completion of an examination/test, academic milestone, or course.
Student. An individual who is registered and has paid fees or arranged to pay their fees at the University of Waterloo. or individuals who were students and are now seeking a Retroactive Accommodation.