Applying For Accommodations

1. Apply through the regular admission process, be accepted, and commit to Randolph-Macon College by submitting your deposit.
2. Complete and submit the Academic Accommodation Application. This application is only for students requesting academic accommodations. If you are requesting housing/dining accommodations, please complete the Housing/Dining Accommodation Application.
3. Submit comprehensive and age-appropriate documentation of a disability, as needed.
4. Schedule a meeting with Accessibility Resources (AR) staff to discuss reasonable accommodations and disability documentation (as needed). Already have disability documentation? You may choose to submit it electronically by attaching it to your Academic Accommodation Application or emailing it to accessibility@rmc.edu.

Note: It may take several weeks to arrange accommodations, and accommodations are not retroactive. As such, students are encouraged to complete the Academic Accommodation Application and meet with Accessibility Resources staff three months before they transition to Randolph-Macon College. However, AR is available to work with students with disabilities at any point in the academic year. The Office of Accessibility Resources will begin reviewing student requests to register with AR the semester before the student begins taking courses (Example: review for students with fall starts will begin in summer, review for students with spring starts will begin in winter, etc.). Students scheduling appointments at the beginning of the fall or spring semester(s) should anticipate increased wait times for initial meetings.

One of the purposes of Accessibility Resources (AR) is to determine if a student’s request for disability-related accommodations is appropriate and reasonable. Often, an important piece in making this determination is documentation the student provides to AR. Disability documentation for the purpose of providing accommodations should both establish disability AND provide adequate information on the functional impact of the disability so effective accommodations may be identified. The documentation should provide AR with a basic understanding of the student’s disability and enough information to anticipate how the current impact of the disability is expected to interact with Randolph-Macon’s requirements.

Documentation that is submitted to AR should:

• Clearly state the diagnosed disability or disabilities
• Describe the functional limitations resulting from the disability or disabilities
• Be age-appropriate—describe how the disability or disabilities currently affect the student in an educational setting
• Describe the specific accommodations requested
• Adequately support each of the requested accommodations
• Be typed or printed on official letterhead and be signed by an evaluator qualified to make the diagnosis (include information about license or certification and area of specialization)

Learn more about the Essential Elements of Quality Documentation.

There are multiple ways to provide documentation of your disability. Some examples of documentation of disability include:

Randolph-Macon College Verification Forms

• Students with physical disabilities, mobility impairments, chronic health conditions, or who are blind/visually impaired or deaf/hard of hearing—Medical Verification Form
• Students with psychological disabilities, including anxiety disorder, depression disorder, PTSD, OCD, Bipolar disorder, etc.—Mental Health Disability Form
• Students with ADD/ADHD—ADHD Verification Form

Full Evaluation/Diagnostic Report (e.g. Academic Achievement Testing, Psychoeducational Evaluation, Neuropsychological Evaluation, etc.)

• IEP/504 plan. Note that these documents may or may not provide enough information to register with Accessibility Resources.
• Medical records/patient portal diagnostic summary.
• Letter from a healthcare professional, typed on letterhead, which confirms a diagnosis.

If possible, please submit any disability documentation or other relevant documents electronically to Accessibility Resources via the Academic Accommodations Application on the Disability Services Online (DSO) portal (preferred for unregistered students) or email to: accessibility@rmc.edu. Students also have the option of providing disability documentation via fax: (804) 752-3744, mail: P.O. Box 5005; Ashland, Va., 23005, or in-person during normal business hours: Higgins Academic Center, McGraw Page Library. All records kept by AR are systematically destroyed after 5 years unless the student is still enrolled at the College. Students should keep the original copy of their documentation.

• Students with temporary conditions (e.g. broken bones, recent surgery, concussions, etc.) may request temporary academic accommodations using the process described at the top of this page under Application Process.
• Students who are requesting accommodations for a state or national standardized exam such as the NCLEX, Praxis, NCCPA, GRE, LSAT, MCAT, GMAT, etc. will need to follow the disability accommodation request process provided by those entities. Approval for accommodations at RMC does not guarantee approval of accommodations for a state or national standardized exams. Accessibility Resources (AR) staff can assist students with requesting accommodations on standardized assessments but recommend students contact AR at least six months prior to the exam to ensure there is sufficient time available to make such a request.
• Accommodations and services provided under an IEP, 504, or by another institution of higher education do NOT automatically transfer to Randolph-Macon College. A student is not registered with Accessibility Resources and may not receive disability accommodations/services, until they complete the process described at the top of this page under “Application Process” and they have received an Eligibility Letter via email from AR. Providing information to the Office of Admissions, or discussing disability services with an admissions counselor, faculty member, or staff member does NOT automatically register you for accommodations/services.
• Disclosure of a disability to AR, disability documentation submitted by a student, and student accommodations are considered confidential. This information will not be noted on a transcript or permanent record. AR will not discuss a student’s disability or release any part of the documentation without the student’s informed consent.

A student may appeal the decision of the Director of Accessibility Resources regarding his/her request for auxiliary aid or services, accommodation or disability determination.

Intention to appeal a decision of the Director of Accessibility Resources must be filed in writing within seven (7) calendar days after the announcement of the decision. The student may request in writing an appellate review of the decision by the ADA Coordinator, or his/her designee, via email at ADACoordinator@rmc.edu.

The request must include a brief statement of the grounds for appeal which should substantiate one of these two criteria:

1. There was substantial failure by the Director of Accessibility Resources to comply with these procedures so as to deny a fair review of the student’s request.
2. The decision of the Director of Accessibility Resources was not supported by the evidence.

The appellate review will be based on the information and materials in the case file, the findings and recommendations of the Director of Accessibility Resources, and the student’s written request for an appellate review. The ADA Coordinator may request any existing documentation from AR to review the decision, as well as any additional information from the student, in line with applicable law. The ADA Coordinator may also consult with appropriate administrators, including but not limited to the Vice President for Student Affairs/Dean of Students and Academic Support Dean, during any appeal process, as necessary and with confidentiality to the extent possible.

The ADA Coordinator may affirm, modify, or reverse the decision of the Director of Accessibility Resources, or at his/her discretion, refer the matter to the Director of Accessibility Resources for further review and decision. The ADA Coordinator shall notify the student in writing of his/her decision within fifteen (15) calendar days after the appeal is filed. The decision of the ADA Coordinator shall be final and not subject to further review.

If you feel as though you have been discriminated against because of disability, please contact the ADA Coordinator at ADACoordinator@rmc.edu to file a complaint as outlined in College’s non-discrimination policy. Or, you may contact the Office for Civil Rights (OCR) in the U.S. Department of Education. OCR is responsible for enforcing Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act.

1. Students should complete the Housing/Dining Accommodation Application. Requests should be made before March 15 for returning students and before June 1 for new students.
2. Appropriate disability documentation should be submitted with the Housing/Dining Accommodation Application for students making their first housing/dining accommodation request or a different housing/dining accommodation request then was previously approved by Accessibility Resources (AR). Practitioners should complete the appropriate verification form: Diagnostician Form (Verification form for all housing/dining accommodation requests EXCEPT an emotional support animal) OR Verification Form for an Emotional Support Animal.
3. Students requesting dining accommodations should meet with the Director of Dining Services to discuss their needs prior to submitting any dining accommodation requests. Completing this meeting is required for those requesting dining accommodations. 

Disability housing/dining accommodation requests must be renewed every academic year. Returning students who are requesting the same housing/dining accommodation(s) that were previously approved by AR should submit a Housing/Dining Accommodation Application annually. However, they do not need to submit additional disability documentation or participate in additional consultations with Dining Services unless contacted directly by AR staff.

Requests for disability housing/dining accommodations will be reviewed by AR and Residence Life staff. Accessibility Resources staff may consult with other appropriate officials as needed, including representatives from Counseling Services, Student Health Center, Physical Plant, Dining Services, Registrar’s Office, Higgins Academic Center, Dean’s Office, and outside legal and medical consultants. Additionally, College officials may need to speak to off-campus diagnostician as needed.

Requests for housing/dining accommodation are reviewed carefully. The following factors are considered when evaluating requests:  

Severity of the Condition

• Is the impact of the condition life threatening if the request is not met?
• Is there a negative health impact that may be permanent if the request is not met?
• Is the request an integral component of a treatment plan for the condition in question?
• What is the likely impact on academic performance if the request is not met?
• What is the likely impact on social development if the the request is not met?
• What is the likely impact on the student’s level of comfort if the request is not met?

Timing of the Request

• Was the request made before March 15 (returning students) or June 1 (new students)?
• Was the request made as soon as possible after identifying the need? (Based on date of diagnosis, receipt of housing assignment, change in status, etc.)

Feasibility and Availability

• Are there other dining options or housing configurations that would achieve similar benefits as the requested adjustment/accommodation?
• Is space available that meets the student’s needs?
• Can space be adapted to provide the requested configuration without creating a safety hazard?
• How does meeting this request impact housing commitments to other students?

If a student would like to request to be housed with or near friends or in a specific location on campus, they may submit your request separately to Residence Life. Please keep in mind decisions made by AR are only for the student making the request, are based on disability-related needs, and are determined on a case-by-case basis. Determinations do not include students without disabilities, and do not circumvent the regular housing selection process.

A student who is dissatisfied with the decision made by Accessibility Resources, (e.g., the student believes that the housing assignment or denial of a dining accommodation request accommodates the student’s disability or in some way endangers the student’s safety or health), may file a written appeal to the Randolph-Macon College ADA Coordinator via email at ADACoordinator@rmc.edu.

Be sure to include any supporting documentation. Said appeal shall be filed with the ADA Coordinator within ten (10) days from the date of receipt of the original decision by AR.

The ADA Coordinator may request any existing documentation from AR to review the decision, as well as any additional information from the student, in line with applicable law. The ADA Coordinator may also consult with appropriate administrators, including but not limited to the Vice President for Student Affairs/Dean of Students and Academic Support Dean, during any appeal process, as necessary and with confidentiality to the extent possible.

The ADA Coordinator shall make a written determination within thirty (30) days from the date the appeal is received. The decision of the ADA Coordinator shall be final.

If you feel as though you have been discriminated against because of disability, please contact the ADA Coordinator at ADACoordinator@rmc.edu to file a complaint as outlined in College’s non-discrimination policy. Or, you may contact the Office for Civil Rights (OCR) in the U.S. Department of Education. OCR is responsible for enforcing Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act.

Any RMC student with a documented disability.

Though you are not required to register with Accessibility Resources, we encourage all students with disabilities to self-disclose their disability status to AR. Registering with us does not oblige you to use services, nor will your information be shared anywhere else on campus.

Registration begins by submitting an accommodation application and relevant documentation.

Please don’t hesitate to reach out to Accessibility Resources! We do our best to work with students based on the documentation they have and always consider personal experiences in the accommodation process. While we can’t guarantee specific accommodations without meeting you, our goal is to make RMC accessible to all—and lack of ideal documentation shouldn’t be a barrier to requesting reasonable accommodations.

Accessibility Resources staff will review the student’s accommodation application and documentation to identify any functional limitations resulting from the disability. Based on this review, staff will determine whether the requested accommodations are logical, reasonable, and necessary to mitigate or remove barriers to access within the college context.

A student may appeal the decision of the Director of Accessibility Resources regarding his/her request for auxiliary aid or services, accommodation or disability determination. You can find more information about the appeal process under the ‘Academic Accommodations’ section of this page.

Accessibility Resources works with students to provide equitable access to RMC’s programs and services. Accommodations are services are provided on an individual, case-by-case basis. As such, there is no preset ‘list’ of accommodations that AR asks students to select from. Examples of frequently used accommodations include:

• Testing accommodations (e.g., extended time, reduced-distraction location, use of a computer)
• Assistive technology
• Removal of physical barriers
• Print material in alternative formats (Braille, e-text, enlarged print)

• Evaluator credentials—Name, title, and professional qualifications.
• Diagnostic statement—Clearly identifying the disability.
• Diagnostic methodology—Tests, assessments, or procedures used.
• Current functional limitations—How the disability impacts your academic performance.
• Expected progression or stability—Whether the condition is temporary, permanent, or changing.
• History of accommodations and treatments—Past accommodations, services, and/or medications.
• Recommendations—Suggested accommodations, assistive devices, or support services.

No. Accessibility Resources operates off bare minimum disclosure and information-sharing when it comes to disability status and details. Your accommodation letter will include:

• Your name
• Your approved accommodations

If you would like to share additional details with your instructors or other persons on campus, you are welcome to do so. However, this is not a requirement.

No, you are in control of who you disclose to, when you disclose, and what you share. We have recommendations related to what to do and when to do it, which is completely up to you. We are happy to meet with you if you are not sure and would like to discuss this further.

Confidentiality is very important to Accessibility Resources! We will not share anything about your medical information or accommodations with anyone without your written permission. We have two types of information releases—on campus and off campus. If this is something you are interested in signing, please contact Accessibility Resources.

Requesting housing accommodations begins with submitting a housing/dining accommodation application and relevant documentation. You can find more information about this under the ‘Housing and Dining Accommodations’ section of this page.

• Service Animal: A service animal is an animal (typically a dog) that’s trained to help a person with a disability by doing specific tasks—like guiding someone who is blind, alerting someone who is deaf, or helping during a medical emergency.
• ESA: Any animal that provides a therapeutic benefit to an individual with a disability.
• Pet: Any other companion animal that is not an ESA or Service Animal.

Yes! Every residential student needs to complete the housing application process with Residence Life each year they want to live on campus.

Our campus features many beautiful, historic buildings—including some of our older residence halls—which may not have elevators. However, several residence halls offer first-floor rooms that may be accessible without stairs. Visit Residence Life to explore housing options and learn more about accessibility features.

We encourage students to advocate for themselves. Families can support students by encouraging them to register with Accessibility Resources if accommodations are needed.

Please encourage them to contact the Accessibility Resources if they feel it is related to a disability. You could also encourage them to seek out subject tutoring or visit their professor’s office hours to discuss additional support.

The student should complete the accommodation application themselves. To ensure your student receives the appropriate accommodations, we want to hear directly from them about their strengths and challenges. A support person can help the student with the process, but the application should be in the student’s own words. Our office will communicate directly with the student during our initial meeting, so it is important for the student to complete the application on their own.

College is a time for students to grow more independent, especially in understanding and advocating for their needs. They know themselves best and should lead conversations about their disability. Parents/Families can help by encouraging their student to prepare questions or topics for their initial meetings but will not be included in this meeting. There will be a time at the end where families will be invited (with permission from the student) to share and ask any questions. We are happy to answer any questions you may have about this policy.

College is very different from high school, partly because students are legal adults. This means their personal and disability-related information is protected by privacy laws. Accessibility Resources cannot share any details about a student’s records or interactions without written permission.