The Role of the Office for Accessible Education (OAE)
The Office for Accessible Education (OAE) collaborates with students to ensure equal access to academic programs, campus housing, and university life through the implementation of reasonable accommodations.
Student Responsibility in the Accommodation Process
In post-secondary education, it is the student’s responsibility to initiate the accommodation process. This involves disclosing a disability, submitting a formal request to the OAE, and providing appropriate documentation. This expectation aligns with the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act, which guarantee equal access but do not require colleges to identify or diagnose students.
Privacy and Consent
Privacy rights are protected under the Family Educational Rights and Privacy Act (FERPA). Institutions cannot assume a student has a disability or act on a student’s behalf without their explicit consent. Accommodations can only be considered after a student self-identifies and completes the appropriate steps as outlined below.
Step 1: Begin the Application Process
Start by selecting and completing the appropriate request form based on the type of accommodations you are seeking:
- Academic Accommodations: Accommodation Request Form
- Housing Accommodations (non-ESA): Housing Accommodation Request Form [linked]
- Emotional Support Animal (ESA) Accommodations: ESA Accommodation Request
Step 2: Complete and Submit the Application
Submit the appropriate accommodation request form as early as possible to allow time for review and implementation. For guidance on completing your application:
- Refer to USAO’s Academic and Housing Accommodation Policy and Procedures for academic or housing accommodations
- Refer to USAO’s Animal Policy and Procedure Handbook for Emotional Support Animal (ESA) requests
In addition to the request form, you must provide supporting documentation from a licensed healthcare or mental health provider. This documentation should:
- Include a formal diagnosis
- Describe how the condition substantially limits one or more major life activities
- Explain how disability impacts your access to academics, housing, or campus life
For documentation guidelines, please refer to the relevant policy document listed above. Once complete, all forms and documentation should be submitted to the OAE at accessibilityservices@usao.edu.
Step 3: Complete an Intake Interview
After we receive your application, the Accessibility Specialist will contact you to schedule an intake interview. This meeting is your opportunity to share your experiences, ask questions, and work collaboratively to identify accommodations that may help remove any access barriers. Intake interviews are typically scheduled for one hour to allow sufficient time for discussion, though the full hour may not always be needed. If more time is required, the Accessibility Specialist may arrange a follow-up meeting to gather additional information.
All information shared during the intake interview will be kept confidential per applicable privacy laws. While participating in this meeting is voluntary, it plays a crucial role in ensuring we understand your needs and provide appropriate accommodations.
Step 4: Application Review and Final Steps
All accommodation requests undergo an interactive, individualized review process. This means we carefully consider your request, documentation, and intake interview to determine what accommodations are reasonable and appropriate within the university setting.
Once the review is complete, you will be notified of the outcome via your university email. If your request is approved, you will receive an official accommodation letter along with instructions on how to share it with faculty and/or Housing. If your application is not approved or if additional information is needed, we will provide guidance on the next steps you can take.