Procedure for Receiving Accommodations
A reasonable accommodation is a modification or adjustment to a course, program, service, job, activity or facility that makes it possible for a qualified individual with a disability to enjoy equitable access. Accommodations help remove barriers that prevent student learners from displaying their knowledge or ability.
A request for accommodation is deemed reasonable if it:
- Is based on current individual documentation (within the last three years)
- Allows the most integrated experience possible
- Does not compromise essential requirements of a course or program
- Does not pose a threat to personal or public safety
- Does not impose undue financial or administrative burden to the Virginia Tech Carilion School of Medicine
- Is not of a personal nature (e.g., hiring of personal care attendants) Reasonable Accommodations do not:
- Fundamentally alter a course or program;
- Compromise essential requirements of a course, program, job, activity, or facility;
- Cause undue hardship on the program or other learners; or
- Compromise the safety of the learner or others;
For students with documented learning issues or physical disabilities, accommodations are available once the Procedure for Receiving Accommodations has been completed. Possible accommodations and services include, but are not limited to:
- Acquiring or modifying equipment or devices
- Modifying training materials
- Examination modifications as necessary (such as additional test time)
- Text books in alternate format (e.g. book scanning or E-books)
- Making facilities readily accessible
- Modifying work schedules
- Access to tutors
- Referral to off-campus testing services for diagnosis
- Referral to learning support and on campus counseling support services
It is not necessary for a student to disclose his or her disability when making application to the Virginia Tech Carilion School of Medicine. Students may elect to contact Services for Students with Disabilities (SSD) for formal identification at any time during their enrollment.
The point in time at which a student chooses to identify a disability remains at the student’s discretion, however the Procedure for Receiving Accommodations may take four to six weeks so students are encouraged to disclose and initiate the process as early as possible.
VTCSOM is not responsible for making retroactive accommodations, or paying for current (within last 3 years) evaluation and appropriate documentation of the disability from a medical or other licensed professional qualified to diagnose the disabling condition.
VTCSOM students with disabilities and students who suspect they may have a disability are encouraged to access all available resources as early as possible. Your inquiry is confidential and students can obtain general information without registering. The process of requesting and receiving accommodations is an interactive one and you are strongly encouraged to participate.
- Meet with VT’s Services for Students with Disabilities or VTCSOM’s Disability Advocacy & Student Support (DASS) Liaison to register for services and discuss potential accommodations. As part of the registration process, you will need to provide documentation of your disability. Visit Virginia Tech's SSD site for more information about documentation.
- Copies of documentation may be presented in person, by mail, and/or by fax.
- Please note, accommodations during undergraduate medical education may vary from those received previously and accommodations provided in the didactic setting are determined separately from those in the clinical setting. Thus it is important to discuss your needs with the liaison and make a request for clinical accommodations as early as possible, even if you are considering not utilizing accommodations.
- Review the Doctor of Medicine Technical Standards for Medical School Matriculation, Promotion, and Graduation.
- If you register through VTCSOM’s Disability Advocacy & Student Support, then your registration form and documentation will be shared with Virginia Tech’s Services for Students with Disabilities.
- SSD will assess the documentation to determine if the documentation supports the presence of a disability and demonstrates the need for accommodations.
- SSD notifies DASS whether or not documentation meets criteria.
- If the documentation does meet criteria, go to Step 4
- If the documentation does not meet criteria, the student has the option to discuss this with the DASS liaison and/or SSD staff and/or present new documentation. In some cases, students can register with the SSD office, but will not receive classroom accommodation until appropriate documentation is provided.
- Meet with SSD, the DASS liaison, and other faculty, as appropriate, to discuss accommodations and services that will assist you with meeting the technical standards.
- Virginia Tech’s SSD and the DASS Liaison will work with the Senior Dean for Student Affairs and the VTCSOM Medical Student Performance and Promotion Committee (MSPPC) to verify that the requested accommodations are reasonable and do not alter an essential feature of the curriculum or technical standards. The MSPPC does not have a role in approving or denying requested accommodations.
- Once you have registered and your request has been approved, SSD will provide you with an accommodation letter that describes your eligibility for services. Once your letter is received, send it to the DASS liaison.
- Upon receiving your letter, the DASS liaison will schedule a meeting to discuss with you any necessary details to implementing accommodations, such as:
- Including determination of who else needs to be aware of your accommodation needs (e.g., Assistant Dean for Assessment and Program Evaluation, block directors, clerkship directors, coordinators, other instructors) in order to facilitate the accommodation.
- Notify those identified instructors and other members of the teaching team who need to be aware of your accommodations.
- Other needs as determined on a case-by-case basis.
- The DASS liaison will follow up with you on an ongoing basis to:
- Ensure that approved accommodations are being implemented and to help address any issues that may arise.
- Provide you guidance on how to request adjustments and/or additional accommodations, if needed.
- Prepare for future accommodations requests, including certification, licensing, and board exams, which are made to directly to the agency that administers the exam, such as the National Board of Medical Examiners.
- You are responsible for notifying the DASS liaison if your approved accommodations are not being implemented or if you need adjustments to your accommodations.