Policies

CSU Abilities Office Policies

Chicago State University is committed to ensuring that the university's programs and facilities are accessible to all qualified students on a nondiscriminatory basis. A student with a disability is not required to disclose a disability unless that student is selling accommodations. The procedure for requesting accommodations is provided under "Accommodation Requests".

To support eligibility for reasonable accommodations as an individual with a disability--covered under Section 504 of the Rehabilitation Act and the Americans with Disabilities Act (ADA)--a student must disclose a disability and provide documentation that meets the college's guidelines to establish that the student has a physical or mental impairment substantially limiting one or more major life activities. Documentation should substantiate each functional limitation and its nexus to each accommodation request.

These policies are not meant to be a replacement for direct communication with the Assistant Director of the Abilities Office. Determining reasonable accommodations is an iterative and interactive process that considers the individual nature of a request. Please contact the Abilities Office directly if you have policy-related questions that are not outlined here.

Accommodation Request Process

*If you have submitted your online Accommodation Request Form, you will soon receive an email from the Abilities Office at abilities@csu.edu*

For all other students, please see the Accommodation Request Process, Click here.

Article IX

ARTICLE IX: Equal Employment Opportunity, Affirmative Action and Americans with Disabilities

Documentation Criteria

General Documentation Guidelines

The Abilities Office requires students to submit documentation in support of their specific accommodation requests.

Documentation serves two primary purposes:

It establishes that the individual is entitled to legal protections under the Americans with Disabilities Amendments Act and/or Section 504 of the Rehabilitation Act
It helps to determine what if any, course design/environmental adaptations are necessary for the individual’s equitable access to courses, programs, services, and activities at Chicago State University.

These guidelines are not meant to be a replacement for direct communication with the Assistant Director of the Abilities Office. Determining reasonable accommodations is an iterative process that considers the individual nature of a request. Please contact the Abilities Office directly if you have documentation that does not meet the requirements outlined here.

Documentation Criteria

Understanding the exact documentation, assessments and healthcare providers required to demonstrate your need for accommodations can be a difficult task. The criteria outlined below are the general requirements for ALL disability-specific documentation presented to the Abilities Office.

Provider - the healthcare provider completing your documentation must:

demonstrate expertise within scope of practice for given diagnosis
be identified by name, title, and professional credentials
provide current license/certification number as well as the state of practice
provide information about relevant areas of specialization

Diagnosis - the diagnosis must:

include the appropriate diagnostic codes (ICD-10, DSM-5, SNOMED)
be assigned by a qualified professional
be supported by relevant evaluation(s), assessment(s), standardized criteria, clinical summaries, etc.
be dated

Current functional impact of the condition(s)—the provision of accommodations is based upon an assessment of the current impact of the student’s disability. Documentation:

must be clearly relevant to the requested accommodation(s)
be timely and dated within the specific guidelines outlined in the Abilities Office policies
describe the current functional impact on physical, perceptual, cognitive and behavioral abilities
address severity, variability, impact of medication, triggers, periods of exacerbation, etc.

Medication - list current medications the client is taking

Treatment - describe current treatment plan, last date of contact and next appointment/review

Assistive Devices - list all assistive devices, augmented devices, controls, adaptations, etc. that are currently in use

Prognosis - stimated progression or stability of diagnosis over time

Recommended accommodations - the provider should list all suggested academic accommodations and services and connect their relevance to the diagnosis

Acceptable Forms of Documentation

Verification of Disability Form (form provided by the Abilities Office)
Clinical Summary which includes all relevant information
Detailed clinical report from specialist

Unacceptable Forms of Documentation

(call the Abilities Office to discuss options)

IEP/504 Plans (without additional documentation)
Unsigned/Incomplete Documentation
Illegible documentation
Documentation completed by a relative of patient
Professional expertise outside of scope of practice
Outdated documentation

Returning Students

Students of the Abilities Office who are returning for subsequent terms/semesters will receive a review of their student file. Disability documentation will be reviewed for the following criteria:

relevance of accommodation request to diagnosis indicated in documentation on file
timeliness of current documentation as compared to current policy and guidelines

Returning students will be promptly informed of any deficiencies in documentation. Deficiencies must be resolved by the term that occurs after notification is received.

Conditions Subject to Change - for conditions that are subject to change over time (including health-related disorders, learning disabilities and psychological disabilities, the student may be asked to provide updated documentation for the student’s file on an on-going basis in order for accommodations to be continued.

Please note:

*Students described as experiencing test anxiety or difficulties with organization, memory, or concentration in specific situations may not have an impairment that rises to the level of a disability under the Americans with Disabilities Act. However, students experiencing academic difficulties are welcome to visit The Abilities Office for referrals to campus or outside resources or to discuss their situation to see if accommodations might be appropriate.

Grievance Procedures

Disability Discrimination Grievance Procedure

Title II of the Americans with Disabilities Act (“ADA”) and Section 504 of the Rehabilitation Act of 1973 (“Section 504”) prohibit colleges, universities, and postsecondary education institutions from discriminating against students on the basis of their disabilities and requires the school to make programs accessible to qualified students with disabilities.

Chicago State University (CSU) has authorized the following Disability Discrimination Grievance Procedure in compliance with applicable Federal and State law, and with the CSU Board Policy Governing Regulations and Procedures regarding Discrimination:

Board Policy 2: Personnel practices shall ensure freedom from discrimination on the basis of race, color, religion, national origin, ancestry, age, sex, marital status, disability, sexual orientation, unfavorable discharge from military service, status as a disabled veteran or veteran of the Vietnam era, or (if the applicant or employee is a U.S. citizen or an “intending citizen”) citizenship.

Board Policy 4: Students shall be guaranteed due process in disciplinary proceedings and freedom from discrimination on the basis of race, color, religion, national origin, ancestry, age, sex, marital status, disability, or sexual orientation.

Chicago State University is committed, not only to compliance with the requirements above, but to the moral and ethical responsibility to treat all members of the community with fairness Any CSU student who believes that they have been subjected to discrimination on the basis of disability or has been denied access or accommodations required by law, shall have the right to invoke this Grievance Procedure.

This Grievance Procedure is designed to address disagreements and denials of services, accommodations or modifications to University and Academic College practices or requirements. Further, the Grievance Procedure is not intended and shall not supersede other university policies and procedures, which may exist for addressing alleged violations of ADA and/or Section 504 compliance, including , for example, separate college policies and procedures that exist for grade appeals.

Retaliation against any person for filing a complaint pursuant to this policy is strictly prohibited.

Stages of Grievance Procedure
Students with disabilities are encouraged to consult with the Abilities Office to address any questions or concerns regarding their disability accommodations. University employees who receive an Accommodation Letter are also encouraged to consult with the Abilities Office to address any questions or concerns.

STAGE 1:

If the student believes reasonable accommodations have not been granted or implemented in an effective and timely manner, students shall either verbally or in writing bring their grievances to the Abilities Office.

The student may file a formal written complaint with the Abilities Office. The written complaint must include the following:

i. Reason for complaint
ii. Related dates
iii. Student’s signature

The Abilities Office will attempt conflict resolution at the lowest level possible and move forward to the next appropriate level when necessary. At this stage, the Abilities Office may:

A. Talk with the student to better understand the need for the requested accommodation:
B. Request additional documentation supporting their need for the requested accommodation
C. Request that the student informally discuss the grievance with the faculty member, or other university employee, who is directly involved in the accommodation dispute.
D. Contact the involved faculty member, or other university employee, to request a meeting to discuss the objections to the approved accommodation. If the accommodation request has not been approved, but the student has otherwise been approved for accommodations, the faculty or employee should consult with the Office of Abilities.

If the grievance is not resolved directly with the faculty member or other university employees, the Abilities Office either with, or on behalf of the student, shall discuss the grievance and seek a resolution with the faculty member’s department chair or employee supervisor.
If the grievance is not resolved directly with the department chair, the Abilities Office either with, or on behalf of the student shall discuss the grievance with the Dean of the college or the next organizational supervisor.

A written response to the complaint will be provided as soon as possible, but no later than twenty (20) business days after receipt of a written complaint, unless extenuating circumstances exist.

If no resolution is reached at Stage 1, the process continues to Stage 2.

STAGE 2:

If the student disagrees with the resolution provided by the Abilities Office, a written appeal may be submitted to the Office of the Provost/and or their Designee(s) within five (5) business days of receipt of the response. The written complaint to the Office of the Provost Affairs must include the following:

Your name and 900 number
Name and title of the person(s) against whom the original grievance was filed
Your current address and phone number
Copies of the original statement of grievance, the response by the person against whom it was filed, and supporting documents
The remedy sought
Appealing party signature

To submit an appeal to the Office of the Provost email the Abilities Office, abilities@csu.edu, Subject: (Student Name -Appeal). The Abilities Office will forward the appeal to the Office of the Provost and/or their Designee(s).

If a student seeks to file a grievance or complaint against a staff member or other authorized delegate of the Abilities Office, the above process remains in effect, with the Dean of Students/and or their Designee(s) acting in place of the Abilities Office.

Grievance/Complaint against the Abilities Office

The Dean of Student Affairs is located in Cordell Reed Student Union Building Suite 240.
The Dean of Student Affairs can be reached by telephone at (773) 995-4510
or by email at deanofstudents@csu.edu

Students have the right to file a formal complaint with the Office of Civil Rights (OCR) at any time. However, students are encouraged to first follow the grievance procedure listed above so that the University has an opportunity to resolve any concerns prior to submitting a complaint with OCR. Students interested in pursuing a complaint through the OCR can go here

Guidelines

ADD ADHD

Communication Language

General Documentation Guidelines

Learning Intellectual

Neuro Brain Injury

Phys Syst Mob

Psychological Psychiatric

Sensory Vision Hearing

Illinois Student Optional Disclosure of Private Mental Health Act

In accordance with the Illinois Student Optional Disclosure of Private Mental Health Act (the “Act”, P.A. 99-278), a student’s mental health information is considered private in nature and will not be released to a third party without that student’s prior written consent, unless otherwise provided by other state or federal laws. A student who desires to authorize disclosure of certain private mental health information about himself or herself to a designated person for purposes set out in the Act must complete a Student Optional Disclosure of Private Mental Health Information Form.

Policy Removing Barriers

Removing Barriers`

Service Animals

Emotional Support Animals
The Abilities Office recognizes how beneficial Emotional Support Animals (ESA) may be for some students on campus, which is why we have a process for students to request them as an accommodation. Part of that process involves providing documentation from a licensed professional with whom you have an established treatment relationship who can speak to your need for the accommodation. Please be aware that there are some online companies that promise to write a letter on your behalf after a single meeting. I am sorry to share that a single meeting with a person you paid would not constitute appropriate documentation, as the individual is not actually treating you. Their letter also does not actually provide any information about the impact of a disability or state why an ESA is necessary for you to live on campus.

Do not waste your money by using these services.

All students must receive approval through the Abilities Office BEFORE bringing an animal into the Residence Hall

Procedures to have an Emotional Support Animal in Campus Housing

A student requesting to keep an Emotional Support Animal in campus housing must make a formal request to the Abilities Office.
The student must submit disability documentation to the Abilities Office.
- In order to be considered for approval, there must be a link between the animal and a documented disability. There must be evidence of an established treatment relationship with an appropriate provider

3. Please be prepared to submit the following documents prior to approval:

- Vaccinations -The animal must be immunized against diseases common to that type of animal. For example, dogs must have current vaccination against rabies and wear a rabies vaccination tag. Local Licensing requirements are followed.
- Health - Animals to be housed in campus housing must have an annual clean bill of health from a licensed veterinarian. Documentation can be a vaccination certificate for the animal or a veterinarian’s statement regarding the animal’s health. It is the Owner’s responsibility to clean the animal. Daily grooming and occasional baths (at a vet or a family home) are recommended.
- License - The college reserves the right to request documentation showing that the animal has been licensed as required per state/local guidelines.
- Photo - a picture of the animal

The following factors, among other factors, may be considered as evidence in determining whether the presence of the animal is reasonable for University On-Campus living for individuals with Emotional Support Animals:

The animal's size for available assigned Housing space (e.g., too large).
The impact of the animal’s presence on another individual’s housing rights (e.g., serious allergies of existing roommate)
The animal’s disposition, behaviors, and evidence of being housebroken or able to live with others in a reasonable manner
Current and appropriate proof of registration
Current and appropriate proof of vaccinations
Whether the animal poses or has posed in the past a direct threat to the individual or others such as aggressive behavior towards or injuring the individual or others; or the animal causes or has caused excessive damage to Housing beyond reasonable wear and tear

Service Animals
A Service Animal is defined as a dog (and, under limited circumstances, a miniature horse) that is trained to do work or perform tasks for an individual with a disability, including a physical, sensory, psychiatric, intellectual or other mental disability. The work a service animal has been trained to provide must be directly related to the person’s disability.

The University's expectation is that the animal's sole purpose is to perform work for the student/handler. Federal law does not require an individual to provide documentation that a Service Animal has been trained as a Service Animal. CSU may ask if the service animal is required because of a disability, as well as what work or tasks the animal has been trained to perform.

Service Animals whose behavior poses a direct threat to the health or safety of others or is disruptive to the campus community may be excluded regardless of training, documentation or certification. Animals whose sole function is to provide comfort or emotional support, or to act as a crime deterrent, do not qualify as Service Animals.

Procedures to have a Service Animal in University Facilities

A student requesting to have a Service Animal in University facilities (non-public areas of the University) must make a formal request to the Abilities Office (773-995-2380). Requests for Service Animals in University facilities may not require documentation of a disability.

The Abilities Office reviews each request on a case-by-case basis.
1. If the request is approved, the student requesting that a Service Animal be present in University Facilities will meet with the Abilities Office and sign a release form giving permission for Campus Safety and Physical Facilities to be informed of the animal’s presence.
2. If the student is dissatisfied with the determination of their request and/or has new information or concerns, the student will have the opportunity to request reconsideration. If opted for an appeal, an appeal must be made to the Department of Student Affairs.

Please be prepared to submit the following documents prior to approval:

Vaccinations--The animal must be immunized against diseases common to that type of animal. For example, dogs must have current vaccination against rabies and wear a rabies vaccination tag. Local Licensing requirements are followed.
Health--Animals present in University Facilities must have an annual clean bill of health from a licensed veterinarian. Documentation can be a vaccination certificate for the animal or a veterinarian’s statement regarding the animal’s health.
License--The college reserves the right to request documentation showing that the animal has been licensed as required per state/local guidelines.
Photo--a picture of the animal