05: Understanding the Process

Legal Foundation: What Faculty Must Know

UTA complies with:

  • Section 503 & 504 of the Rehabilitation Act (1973)
  • Americans with Disabilities Act (1990)
  • ADA Amendments Act (2008)

These laws require that:

  • Students with documented disabilities are entitled to reasonable academic accommodations.
  • Accommodations are not optional and must be implemented once officially approved by Student Access and Resource (SAR) Center’s and faculty are notified.
  • Faculty are not responsible for determining whether a student qualifies for accommodations — that is the SAR Center’s role.

How Students Obtain Accommodations (Faculty Perspective)

Understanding the student process helps faculty know what to expect and when:

  • Step 1 — Student Applies to UTA
    • They must be admitted before anything else can happen.
  • Step 2 — Student Submits SAR Center Application
    • Documentation can be uploaded but is not required initially.
    • Prior accommodations (IEP, 504, other colleges) do not automatically transfer.
  • Step 3 — SAR Center Processes the Application
    • Typically, within 3 business days.
    • Student receives an email when ready to schedule an intake appointment.
  • Step 4 — Student Completes Intake
    • This includes:
      • Self‑reporting disability-related needs
      • Providing documentation
      • Meeting with an Accessibility Specialist
      • Responding to follow‑up requests
  • Step 5 — Intake Appointment
    • The SAR Center determines appropriate accommodations.
    • The student receives training on the AIM portal.
  • Step 6 — Student Requests Accommodations Each Semester
    • Students must be enrolled in courses first.
    • Requests are submitted through AIM.
      • SAR Center processes requests in 2-3 business days.
    • Once approved, Faculty Notification Letters (FNLs) are emailed to faculty.

What Faculty Must Do When They Receive a Faculty Notification Letter (FNL)

  • Review the FNL
    • It outlines the accommodations the student is entitled to.
  • Implement Accommodations Promptly
    • Accommodations are not retroactive, but they must be implemented moving forward.
  • Communicate with the Student
    • Students are highly encouraged (we cannot legally require this) to meet with faculty to discuss:
    • How accommodations will be implemented
    • Any course‑specific logistics
  • Maintain Confidentiality
    • Accommodation information is protected and must be handled discreetly.

If a Student Says They Have Accommodations but You Haven’t Received an FNL

Faculty should:

  • Check your AIM Faculty Profile to see if the student is listed for your course.
  • If the student is not listed, contact the SAR Center for guidance.
  • Faculty should not implement accommodations without an official FNL.

Important Timing Notes for Faculty

  • Students cannot use accommodations until all SAR steps are completed, and the FNL is issued.
  • Exam accommodations requested within 3 days of an exam may not apply to that exam; they begin with the next one.