FAQ: Understanding Academic Accommodations at Carleton

The implementation of the Academic Accommodation Policy for Student with Disabilities is a shared responsibility between the Paul Menton Centre (PMC), academic staff, and relevant campus partners at Carleton. Using an integrated model, the PMC works with academic staff and Scheduling & Examination Services (SES) to deliver accommodation services to students with disabilities at the university.

The Paul Menton Centre (PMC) is the designated department on campus for assisting the Carleton community in integrating students with disabilities into all aspects of student life.  PMC is responsible for coordinating the provision of comprehensive and professional services necessary to respond to the needs of students with disabilities. It is responsible for assessing the needs for academic accommodation of students with disabilities through assessments that are carried out on an individual basis, in accordance with related legislation, and on the basis of relevant professional/medical documentation, information gathered from the student, and evaluation by PMC Coordinators.

The McIntyre Examination Centre (MEC) is part of the Scheduling & Examination Services. Established in 2009, the McIntyre Examination Centre is designed to provide services to both students and instructors at Carleton in order to meet a variety of accommodation needs during scheduled in-person and online tests and exams. MEC has two main exam sites – Room 133 University Centre and 124 Paterson Hall. Other locations on campus are used during large formal examination periods and during busy times. MEC operates 7 days a week.

Often, the McIntyre Examination Centre (MEC) is mistaken for being a part of the Paul Menton Centre (PMC). While the PMC and MEC have a close working relationship in facilitating test/exam accommodations for students with disabilities, the two offices are separate operations under a different reporting structure.

Faculty and course instructors, supported by administrative staff, share the University’s responsibility under the Ontario Human Rights Code to provide appropriate academic accommodation to students with disabilities.

Scheduling & Examination Services (SES) offers a range of services to support instructors in the accommodation of in-person and online tests and exams.

Students are expected to be active participants in the accommodation process. Some of these responsibilities include:

• Request accommodations in Ventus in a timely manner;
• Follow-up with appropriate academic staff after they have requested accommodations in Ventus;
• Discuss with each instructor which of their template accommodations are applicable to a specific course and how the accommodations will be implemented;
• Advise their PMC coordinator of any problems/issues with their accommodations during the term.

Include the following statement in your course outline:

“The Paul Menton Centre for Students with Disabilities (PMC) provides academic accommodations and support services to students with Learning Disabilities (LD), mental health disabilities, Attention Deficit Hyperactivity Disorder (ADHD), Autism Spectrum Disorder (ASD), chronic medical conditions, and impairments in mobility, hearing, and vision.

If you have a permanent, persistent/prolonged, or temporary disability requiring academic accommodations in my course, please contact the PMC at 613-520-6608 or pmc@carleton.ca for a formal evaluation.

If you are already registered with the PMC, please request your accommodations for this course through the Ventus Student Portal at the beginning of the term, and no later than 14 calendar days before an upcoming in-class test or exam requiring accommodation (if applicable). Requests made less than 14 calendar days before a test or exam will be reviewed on a case-by-case basis.  For final exams, the deadlines to request accommodations are published in the University Academic Calendars.

After requesting accommodations through the Ventus Student Portal, please meet with me to discuss your accommodations and how they will be implemented in my course.”

According to the Policy on Accessible Education for Students with Disabilities, OHRC (2018), “An appropriate accommodation at the post-secondary level would enable a student to successfully meet the essential requirements of the program, with no alteration in bona fide standards or outcomes, although the way the student demonstrates mastery, knowledge and skills may be altered.”

An academic accommodation will be considered “appropriate” where it will result in equal opportunity for an otherwise qualified student with a disability to attain the same level of performance, or enjoy the same level of benefits and privileges experienced by others, without compromising bona fide academic requirements.

Essential requirements are defined by the Ontario Human Rights Commission as “the knowledge and skills that must be acquired or demonstrated in order for a student to successfully meet the learning objectives of that… course or program.” The essential requirements are components that contribute to the achievement of the learning outcomes of the program.

Teaching and Learning Services (TLS) has a variety of resources for course instructors to explore in furthering their understanding how to create accessible resources for classroom material. Please visit their Accessibility Resources for Instructors page for more information. There are also staff at TLS who are qualified to review and assist in creating accessible material for Brightspace.

Staff at PMC and the READ Initiative can also provide insight into creating accessible learning environments. Contact either office to be connected directly with a staff member.

Registration with the PMC is voluntary. Students with disabilities are invited to contact us at pmc@carleton.ca or 613-520-6608 to schedule an intake appointment with a PMC Coordinator. Our reception staff will walk the students through the registration process including documentation requirements and any additional intake assessments required.

If you wish to refer a student to the PMC, please complete the contact form on the PMC website, and our team will reach out to them. Make sure you obtain permission from the student before making the referral.

Students are required to provide medical documentation from a regulated health care practitioner to confirm there are a disability and related functional limitations that impact on your post-secondary academic studies and participation.

For Learning Disabilities (LD), the standard document requirement is a Psycho-Educational Assessment (PEA) completed by a registered psychologist within the last 5 years or at the age of 18 years or older.

The majority of concerns are often resolved informally through constructive discussion with the student’s PMC Coordinator. If you have concerns regarding a particular student’s recommended accommodations, please reach out to their PMC Coordinator whose email can be found in the student’s LoA.