Providing Accommodations in the Classroom

Toronto Metropolitan University (TMU) is committed to fostering an inclusive environment where all community members can thrive. This commitment is rooted in the Ontario Human Rights Code (the Code) and TMU’s Discrimination and Harassment Prevention Policy (DHPP), which outlines that everyone is entitled to freedom from discrimination and harassment based on protected grounds (e.g. disability, religion, family status, etc.).

TMU is dedicated to celebrating the diverse identities on campus and strives to support community members. We aim to go beyond the basic requirements of accommodation whenever possible, while also considering our academic standards.

Faculty and contract lecturers play a crucial role in supporting students

Students are entitled to academic accommodations on a range of human rights grounds, and faculty and contract lecturers play a crucial role in providing necessary accommodations. These accommodations are vital for creating an environment where all students have equitable access to learning opportunities at TMU.

The most common protected grounds for academic accommodation requests are:

• Disability: Accommodations for students with disabilities are supported by the Academic Accommodation Support office (AAS). Processes to support other grounds are found further on in this document. 
• Religion/creed 
• Sex (including pregnancy)
• Family status (parent/child) 
• Gender identity and gender expression 

Given our duty to provide academic accommodations for students and remove barriers in learning environments related to protected grounds under the DHPP, it is essential to understand the principles of accommodation in order to effectively review and implement student requests.

To assist faculty and contract lecturers in navigating their roles in accommodating students, the Office of the Vice-President, Equity and Community Inclusion and Office of the Provost and Vice-President, Academic are pleased to provide the following guidance on the duty to accommodate. We are here to support faculty and contract lecturers through this process.

Key elements of the duty to accommodate

The duty to accommodate has two key elements, which are equally important, that need to be observed: 

• The procedural duty to accommodate involves how we handle accommodation requests (the process). This means responding promptly, respectfully and confidentially, while prioritizing openness throughout the process to respond to academic accommodation requests effectively.

• The substantive duty to accommodate focuses on providing the right kind of support (the accommodation provided). We are required to respect each student's dignity and carefully assess their unique accommodation needs. The goal is to fully integrate students into our learning environments so they can participate effectively.

Roles and responsibilities in academic accommodations

Students, faculty and contract lecturers all have a role to play in fostering an educational environment that is equitable, accessible and supportive.

Students (accommodation seekers) are responsible for: 

• Initiating the accommodation process by informing the relevant faculty or contract lecturer about their specific needs and requesting necessary accommodations based on their protected grounds.
  • For disability-related accommodations, students are responsible for following the university's established procedures as outlined in Policy 159. This includes registering with Academic Accommodation Support (AAS) and working with AAS to develop an individualized accommodation plan.
• Providing information/documentation depending on the type of accommodation request:
  • For disability-related accommodations, students may need to provide documentation from a qualified professional (such as a medical doctor) to support their request for accommodations. This is usually through AAS.
  • Other accommodations may require a brief explanation of why the accommodation is needed, with less emphasis on formal documentation.
• Engaging in the accommodation process by providing relevant information about their needs, restrictions and limitations. Open and constructive communication with the faculty or contract lecturer is encouraged to explore possible accommodation options effectively.

Faculty and contract lecturers (accommodation providers) are responsible for:

• Responding promptly and respectfully to academic accommodation requests, which includes:
  • acknowledging receipt of the request
  • engaging in an interactive dialogue with the student to gather relevant information about their needs
    • For disability-related accommodations, AAS supports students by gathering relevant information about the student’s needs. In some instances the faculty or contract lecturer, student and AAS facilitator will need to connect to finalize accommodation needs. 
• Initiating the accommodation planning process with the student to provide academic accommodations based on protected grounds, which supports equal access to learning environments. This may involve:
  • offering alternative methods for course delivery and student engagement
  • adjusting assignment or exam formats or timelines
  • providing additional support, resources or modifications to the physical classroom environment
    • Note: For disability-related accommodations, the AAS plan will outline accommodations for the student. 
• Maintaining confidentiality of academic accommodation requests. Information about a student's health, family status or other accommodation-related information should be kept confidential and shared only with those directly involved in the accommodation planning process, in accordance with privacy laws and university policies.
• Promoting inclusivity and accessibility in the learning environment by:
  • proactively identifying and removing barriers to participation
  • accommodating diverse learning styles and needs
  • raising awareness among students/colleagues about accommodations and human rights issues

Disability accommodations 

TMU has a robust policy for Academic Accommodation of Students with Disabilities. A part of Student Wellbeing, Academic Accommodation Support (AAS) supports students with disabilities. AAS provides resources, education, training and direct services such as academic accommodation plans so that students with disabilities have an equal opportunity to access and participate in higher education.

Accommodation plans for students with disabilities are generally implemented by faculty and contract lecturers. Please consult the AAS Accommodation Guide for information about providing accommodation for students with disabilities. 

Accommodation for religious or cultural observances (creed)

The religious and cultural observances calendar serves as a scheduling tool as faculty and contract lecturers and staff plan course activities and exams, events and conferences.

Consult the calendar to determine how observances coincide with course schedules and events

Faculty and contract lecturers are encouraged to consult the calendar and consider if there are any opportunities to adjust deadlines, tests or events to accommodate religious and cultural observances. Scheduling courses, activities and exams, as well as planning university events and conferences in an inclusive manner is a reflection of our values, and we encourage you to allow for the maximum participation of all community members.

You may be able to reduce the need to provide individual accommodations by using the calendar to avoid conflict with religious or cultural observances. This strategy is based on the principles of universal design, where accessibility is planned for in advance and individual accommodation is provided where necessary.

Accommodation requests from students

According to TMU’s Policy 150: Accommodation of Student Religious, Indigenous and Spiritual Observance, if a student is requesting accommodation due to a religious or spiritual observance and/or Indigenous cultural practice, they must submit their request form via the online Academic Consideration Request (ACR) system within the first two weeks of the course. 

For a final exam, they must complete the request within two weeks of the posting of the exam schedule. If the required absence occurs within the first two weeks of classes, or the dates are not known well in advance as they are linked to other conditions, these requests should be submitted with as much lead time as possible in advance of the required absence.

Faculty and contract lecturers should respond to accommodation requests in writing within five business days of receiving the request.

Providing accommodations for other protected grounds (family status, sex, gender identity and expression) 

Faculty and contract lecturers are required to provide academic accommodations to students related to other protected grounds. The university is required to provide equal access to education for all students, regardless of their sex (including pregnancy), family status (parent/child caregiving responsibilities) and gender identity and expression.

We are committed to providing appropriate accommodations to support the diverse needs of our student body. Please use the “key elements of the duty to accommodate” and the “roles and responsibilities” outlined above when developing accommodations for students on these grounds. 

Questions?

If you have any questions or are looking for consultation support regarding the duty to accommodate students under the DHPP, please contact Human Rights Services at humanrights@torontomu.ca. 

Learn more about accommodations and protected grounds of discrimination and the Ontario Human Rights Code.