REASONABLE ACCOMMODATION:

STUDENTS WITH A DISABILITY

STANDARD OPERATING PROCEDURE S.O.P. RAS 01

Introduction:

The Royal College of Surgeons in Ireland is committed to building an inclusive learning environment. The College is further committed to the provision of reasonable accommodation as a response to meet individual needs and as far as possible to enable full access and participation for all students with a disability.

Procedure

Initial Request for Accommodation:

Disclosure of disability does not necessarily imply the need for reasonable accommodation. As such the student isrequired to contact the Disability Officer in Student Services as soon as they become aware of a need for reasonable accommodation, even if they do not necessarily know how that accommodation need may be met.

All students with a disability who intend to make an application for special treatment or facilities (i.e. reasonable accommodation) must complete a reasonable accommodation application form (RAA 01) available onthe web site via Moodle or from the Disability Officer located in Student Services.

Before a request for reasonable accommodation can proceed, proof of disability or medical/health condition must be presented.

Students who have entered through the Irish CAO system and have declared a disability (i.e. ticked the disability box) will have provided evidence of disability as part of the CAO follow up process.

In the case of incoming students entering via a non-CAO route or an existing student (who may not have previously declared a disability) the Disability Officer will advise and direct the student regarding RCSI evidence of disability or evidence of specific learning disabilityrequirements.

It is not reasonable to expect RCSI to meet requests that do not allow for sufficient exploration and response. Therefore RCSI require the student to instigate an initial request as soon as the student is aware of the need for a reasonable accommodation. Some areas of college life have specific notice requirements (e.g. examinations) and students are strongly advised to seek advice as early in the semester as possible. Failure to give sufficient notice may result in RCSI staff being unable to respond effectively.

Initial Response:

On receipt of a verbal or written request for a reasonable accommodation the Disability Officer will ask the student to complete the reasonable accommodation application form (RAA 01) and open a reasonable accommodation file for that student.

The Disability Officer will contact the student within 2 weeks of receiving the completed Form RAA01 and proof of disability or medical/health condition to arrange a meeting.

At the meeting between the student and the Disability Officer, the individual needs of the student will be discussed in detail and the outcomes of this discussion recorded on Form RAA01.

In the case of incoming International students this phase may be completed by phone and signed off by the Disability Officer, provided proof of disability or medical/health condition has been presented.

Further to this meeting the Disability Officer will liaise with other members of staff or faculty as appropriate to discuss the students’ reasonable accommodation request and needs.

Following the application and meetings as above a decision will be made regarding the granting of reasonable accommodation. This decision will be recorded on the Reasonable Accommodation Application request Form RAA01.

The nature of the need and reasonable accommodation may be clear at this stage. In this case the Disability Officer will proceed to the decision making process.

Further Assessment / Exploration:

If the Disability Officer believes there is insufficient information to make a decision, a further assessment of need may be carried out.

The Disability Officer will inform the student of this decision in writing. The Disability Officer will arrange the assessment of need as soon as is practicable following the decision making process.

Where additional advice and/or assessment are required the Disability Officer will update the student and update the file on a regular basis.

Prior to refusing a request the Disability Officer will discuss the case with the Head of Student Services who may wish to seek further advice prior to a final decision being made.

Approval of Request:

The Disability Officer will record the decision on the Reasonable Accommodation Application request Form RAA01 and the student will be informed. The Disability Officer will ensure that the accommodation is provided in a safe and timely manner, that the process is fully documented and forms are filed for monitoring purposes.

In the event that a request is denied the Disability Officer will provide the student with information regarding the appeals procedure.

Acceptance of the Offer:

In the event that the student accepts the reasonable accommodations offered he/she will be required to inform the Disability Officer of this in writing within one week of receiving the offer. Failure to confirm acceptance of the offer within the time period indicated will be taken as a rejection of the offer and this will be recorded on the reasonable accommodation application RAA01. The Disability Officer will liaise with the student, the course head, and any other party necessary to organise the reasonable accommodation agreed as soon as possible.

Request Denied:

Prior to refusing an application the Disability Officer will discuss the particular case with the Head of Student Services and will further update the reasonable accommodation application form (RAA01).

If a decision is made not to grant the reasonable accommodation, the student will be notified of this in writing within one week of the meetings between the Disability Officer and other members of staff and/or faculty as appropriate, or in cases where an additional assessment of need was made, within one week of the receipt of a report of the assessment of need. The letter will explain the reason for refusal and inform the student of their right to appeal the decision if they wish (see appeals procedure below).

Appeals Process:

In the event that a request for reasonable accommodation is denied then the student has the right to an appeal.

The student may have the assistance of an advocate in the appeals process. The advocate may be provided by the student, however in the event that the student has no advocate, RCSI will provide a list of independent advocates they may wish to use.

The student must make the appeal within two weeks of receiving an official response to their request.

The student must lodge their appeal with the Head of Student Services in writing indicating the nature of the appeal.

The Head of Student Services will acknowledge the letter and inform the student of the date when their appeal will be heard.

The appeals committee will convene within two weeks of receiving official notification. The student (with their advocate if appropriate) has the right to make a verbal presentation of their case to the committee at that meeting.

The Appeals Committeeis made up of a wide range of senior academic and administrative staff including Heads of Faculty and Heads of Departments such as Examinations and Student Services, and the Equality Officer.

The appeals committee (reasonable accommodation) will notify the student of their final decision (in writing) within one week of the appeal hearing.

The Head of Student Services will keep a record of the appeals process on file for monitoring purposes and inform the Disability Officer of the outcome.

In the event that the request is upheld then the process reverts to the Disability Officer.

In the event that the request is denied then the student has a final right of appeal to the Chief Executive.

Last updated: July 2010