Accommodations Process for Students

Student Disability Services (SDS) staff works with students with disabilities to identify disability accommodations that allow equal access to college programs and services.  The accommodations process is designed to be collaborative. 

The overall steps in the disability accommodations process are:

  1. Submit an accessibility request in mySwarthmore (via Accommodate).
  2. Provide disability documentation to SDS.
  3. Meet with an SDS staff member and discuss your request.
  4. SDS staff review your request and notifies you of decisions.

If you have questions or have difficulty along the way, please reach out to an SDS staff member so that we can try to help or see the Appeal Process. This is a general description and there are more details on each step in the relevant sections of the website, including the below sections on this page.

A note on approved academic accommodations: Each semester, you need to renew your accommodations by submitting a "semester request." A semester request is the process of selecting courses/professors you wish to be notified of your academic accommodations. SDS will then review your request and notify your professors within 24-48 business hours. You must also meet with your professors to discuss implementation of the accommodations in each course. After you are registered with the office, Assistant Director Traci Huppman will work with you, your course instructors and any other relevant faculty or staff to facilitate reasonable accommodations that will not fundamentally alter the academic standards of your courses.

Please be aware that accommodations are not retroactive. 

Renewing Accommodations Each Semester (Semester Request)

Submitting a semester request

You are encouraged to submit a semester request before the start of each semester.  Since certain accommodations take time to arrange and implement, it is recommended that you submit your semester request no later than one week after the Add/Drop deadline. Below are written instructions, but you may also view a step-by-step guide with photos.

  1. Navigate to Accommodate.
  2. On the left-hand side, there is a list of options. Select “Accommodation.”
  3. A dropdown menu will appear, select “Semester Letter Request.”
  4. Select “Add New” at the middle of the page.
  5. A blue box with text will appear and it lists all of your approved accommodations - review them for accuracy.
  6. Select the semester from a dropdown list.
  7. You have the option to “Submit For All Accommodations” or “Review The Renewal”
    1. Select “Submit For All Accommodations” if you want all of your professors notified about each of your accommodations. This will be your last step.
    2. Select “Review The Renewal” if you need to edit which professor is notified about which accommodation. For example, if you are taking Ceramics and you do not require a note-taker, you will de-select that course under the note-taker accommodation.
  8. Once you have reviewed and made your selections, hit “Submit.”
  9. SDS will review each semester request and letters will be generated within 24-48 business hours.

Important information about utilizing accommodations

  1. Students are expected to speak with their professors about using approved accommodations in their courses. Students are strongly encouraged to meet with their professors within the first two weeks of the semester or within a week of receiving a new approval letter to discuss any disability-related concerns they may have in a particular course. We recommend that students and faculty discuss any accommodations for extensions on assignments, extended time on exams, rescheduling exams, or absences from class in advance.
  2. Students who wish to utilize their approved testing accommodations must speak with their faculty at the beginning of each semester and at least two weeks before a scheduled exam to make arrangements.
  3. For Seniors: Seniors who require accommodations for Honors written and/or oral exams, must notify Student Disability Services early in the Spring semester .

If you have questions or concerns, please reach out to Student Disability Services staff (studentdisabilityservices@swarthmore.edu or 610-328-8364) or see the Appeals Process.

How to login to your Accommodate account and review your approved accommodations

Below are written instructions, but you may also view a step-by-step guide with photos.

  1. Navigate to Accommodate.
  2. On the left-hand side, there is a list of options. Select “Accommodation.”
  3. A dropdown menu will appear, select “Accessibility Request.”
  4. A list of your requested accommodations will appear (academic, housing, and/or dining).
  5. Each accommodation is marked as either approved or denied. Review the list for accuracy.
  6. If you have any questions or concerns, email Student Disability Services (SDS) immediately and before November 25, 2024. Our email address is studentdisabilityservices@swarthmore.edu. 

Arranging Accommodations for Swatties Studying Elsewhere and Visiting Students 

If you are a Swarthmore student and you wish to use your accommodations in classes taken within the Tri-Co, please read the instructions below:

If you are a visiting student at Swarthmore (from the Tri-Co or another college or university) and you wish to use your accommodations from your home institution, your first step is to email Student Disability Services to initiate the accommodations request process. Your current disability accommodation approval letter may serve as your documentation. An SDS staff member will review your letter to determine if the accommodations are reasonable and appropriate in the Swarthmore setting. SDS may also request a brief meeting to discuss how accommodations are implemented at Swarthmore. Visiting students do not provide accommodation letters directly to faculty members. Please note: if you are approved for accessible course materials, please reach out as early as possible, as these accommodations can take time to arrange.

If you are studying abroad and require a verification of accommodation letter to share with your host institution, please reach out to Student Disability Services directly. 

Utilizing Testing Accommodations

Students are required to discuss testing accommodations with their faculty in advance of any timed test/quiz/assessment. Students are strongly encouraged to meet with their professors within the first two weeks of the semester or within a week of receiving a new approval letter to discuss the semester’s anticipated exam schedule.

Accommodated exams are most often administered by the student’s faculty member or department, but faculty members will occasionally partner with SDS to administer their accommodated exams. Students should discuss this directly with each of their instructors so they are aware of the process for each individual course. 

Faculty-administered accommodated exams

Students are expected to work directly with their faculty members to coordinate the logistics for their accommodated exams. Any request to utilize a testing accommodation should be made at least a week in advance of the test date. Failure to provide adequate notice may result in the inability to utilize an exam accommodation. 

SDS-administered accommodated exams

Information about the accommodated exam request process is below. Please be aware that exam coordination takes time and requests submitted after the one week deadline may not be feasible. Students who miss the deadline should email SDS directly to see if arrangements can be made. 

At least two weeks prior to each exam, the faculty member will:

  1. Log into Accommodate
  2. Provide exam details to SDS

At least one week prior to the exam, students will:

  1. Log into Accommodate
  2. Click “Testing Room”
  3. Click “New Booking Request”
  4. Select the course
  5. Select the exam
  6. Click “Check Availability” and select a date
    1. If you have a class conflict and need to request an alternative date/time slot, you will be able to do so on the next screen.
  7. Click "Submit Request"

Then, SDS will:

  1. Log into Accommodate and review the request
    1. SDS may reach out if you have requested an alternate exam date and/or time
  2. Assign testing locations and send confirmation emails

Deadlines for Final Exams

  • Faculty members must enter their final exam information into Accommodate by Monday, April 14, 2025.
  • Students must make their final exam request in Accommodate by Monday, April 21, 2025.

Privacy

Swarthmore College respects the privacy of its students and adheres to the Family Educational Rights and Privacy Act (FERPA) regarding the privacy of student record information.  All information concerning student disabilities and accommodation is kept separately from student academic files. Information regarding student disabilities and requests for accommodation is available to College faculty and staff on a need-to-know basis.  This information is not normally released to anyone outside the College without a student’s prior written consent, unless otherwise permitted or required by law.

Rights and Responsibilities

Students with disabilities have a right to:

  1. Reasonable accommodations, appropriate academic adjustments, auxiliary aids and services as necessary.
  2. Privacy with regards to disability-related information, except as disclosures required or permitted by law.
  3. Equal access to programs, activities, courses and services.

Students with disabilities have the responsibility to:

  1. Meet all academic requirements of the College.
  2. Disclose their disability to the the office of Student Disability Services, if requesting accommodations.  Please note, reviewing accommodation requests takes time, therefore it is recommended that students begin the process in a timely fashion.  Accommodations are not retroactive
  3. Provide the required documentation of disability.
  4. Arrange meetings with their professors to discuss accommodation letters provided by the office of Student Disability Services.
  5. Follow the procedures for requesting accommodations each semester.

The College has the right to:

  1. Establish and maintain requirements and standards for admission to the College, and for participation in its courses, programs, services and activities.
  2. Request current, relevant documentation that verifies a disability and the need for reasonable accommodations.
  3. Determine reasonable accommodations.
  4. Deny a request for an accommodation
    1. if the student fails to provide current and relevant information verifying a disability and access need for the requested accommodation
    2. if the request is for a retroactive accommodation
    3. if the request requires a fundamental alteration of a course, program or service
    4. if the request would pose an undue financial burden on the College

The College has the responsibility to:

  1. Ensure that admissions policies and procedures are implemented in a non-discriminatory manner with regard to individuals with disabilities.
  2. Ensure that programs, services and activities, when viewed in their entirety, are accessible.
  3. Provide appropriate reasonable accommodations, academic adjustments, auxiliary aids and services in a timely manner.
  4. Maintain appropriate confidentiality of disability-related information.