Victoria International College

Academic Accommodation Policy and Procedure for Students with Disabilities

(AODA and Ontario Human Rights Code Aligned)

1. Document Control

2. Purpose

This policy and procedure establish how Victoria International College (the “College”) will assess and implement academic accommodations for students with disabilities. The goal is to remove barriers and support equitable access to learning while maintaining essential academic requirements.

3. Scope

This policy applies to all students, applicants, faculty, staff, contractors, and third-party partners involved in the delivery of College programs, including classroom learning, online learning, exams, and practice-based learning (e.g., practicums, clinical placements, field placements).

4. Authority and Legal Framework

This policy is informed by and intended to align with:

• Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and the Integrated Accessibility Standards Regulation (O. Reg. 191/11), including requirements related to accessible formats and communication supports, educational/training materials, feedback processes, and training.
• Ontario Human Rights Code and the duty to accommodate students with disabilities up to the point of undue hardship.
• Ontario Career Colleges Act, 2005 and associated regulations (including O. Reg. 415/06) with respect to student rights/responsibilities and student complaint procedures.

5. Definitions

6. Guiding Principles

• Respect for dignity, individualized assessment, and inclusion.
• Timely, collaborative, and evidence-informed decision-making focused on functional limitations.
• Confidentiality and privacy: information is shared only on a need-to-know basis to implement approved accommodations.
• Maintenance of essential academic requirements and academic integrity.
• Provision of information in accessible formats and with communication supports upon request.

7. Policy

7.1 Student Rights

1. To request and receive reasonable academic accommodations up to the point of undue hardship.
2. To have accommodation decisions guided by appropriate professional documentation and individual circumstances.
3. To request admissions testing accommodations where applicable.
4. To request interim accommodations in exceptional circumstances, subject to review and approval by Accessibility Services.
5. To confidentiality of personal and health information, consistent with applicable privacy law and College policy.

7.2 Student Responsibilities

6. To participate in studies with the same diligence expected of all students and to meet course and program requirements.
7. To provide current, relevant, and verifiable professional documentation that describes functional limitations and recommended accommodations.
8. To submit documentation and accommodation requests as early as possible (ideally at least 3 months in advance) to allow time for planning.
9. To work with Accessibility Services each term to develop and review an accommodation plan and to communicate changes in needs.
10. To follow accommodation procedures (e.g., booking tests/exams) and to communicate with instructors regarding approved accommodations.

7.3 Faculty Rights

11. To be informed of the accommodation measures relevant to their course delivery, without being provided diagnosis-specific details.
12. To maintain essential academic requirements and academic integrity.
13. To consult with Accessibility Services to determine practical and appropriate implementation methods.

7.4 Faculty Responsibilities

14. To implement approved accommodations in accordance with the accommodation plan.
15. To maintain confidentiality and treat students with dignity and respect.
16. To collaborate with Accessibility Services and the student to address implementation issues or concerns.
17. To ensure accommodations do not compromise essential requirements or academic integrity.

7.5 Accessibility Services Rights

18. To review documentation and determine appropriate accommodations based on professional judgment and College standards.
19. To consult with students, faculty, staff, and external professionals as needed to support decisions.
20. To recommend accommodations that address functional limitations; recommendations from third parties are considered but are not automatically binding.

7.6 Accessibility Services Responsibilities

21. To review accommodation documentation for validity, relevance, and currency.
22. To develop individualized accommodation plans in consultation with students.
23. To coordinate accommodations and support accessible formats and communication supports, consistent with legal obligations.
24. To support faculty and promote awareness of accessibility practices and procedures.
25. To assist with dispute resolution related to accommodations.

8. Procedure

8.1 Request Submission

• Students submit the College Accommodation Request Form to Accessibility Services, including preferred method of communication.
• Students may authorize a support person in writing to assist with communication and/or submission.

8.2 Documentation Requirements

• Documentation must be provided by an appropriate Canadian regulated professional and must be current, relevant, and verifiable.
• Documentation must be on professional letterhead and include credentials, contact information, and date(s) of assessment.
• Documentation should describe functional limitations and recommended accommodations. The College may request clarification where required for implementation.

8.3 Interim / Temporary Accommodations

• In exceptional circumstances, Accessibility Services may approve interim accommodations on a time-limited basis while documentation is being obtained or updated.
• Interim accommodations may be modified or discontinued once full documentation is reviewed.

8.4 Assessment and Accommodation Plan Development

• Accessibility Services reviews documentation and meets with the student to identify barriers and functional impacts.
• An accommodation plan is developed that identifies approved accommodations and any procedures the student must follow.
• Accommodation plans are typically reviewed each term and at least once mid-program (or at another interval determined by the College).

8.5 Communication to Faculty(Letters of Accommodation)

• Accessibility Services issues a Letter of Accommodation outlining approved accommodations relevant to the course.
• Letters are shared with instructors on a need-to-know basis. Diagnostic details are not included.
• Students are encouraged to discuss practical implementation details with instructors at the start of each term.

8.6 Exams and Tests

• Students must request exam/test accommodations for each assessment, following the College’s booking process and deadlines.
• Accessibility Services coordinates approved exam arrangements (e.g., extra time, quiet space, assistive technology) in collaboration with instructors and administration.

8.7 Accessible Course Materials

• Upon request, the College will provide or arrange for accessible formats and communication supports for information and learning materials needed by the student, where practicable.
• Where required, Accessibility Services may work with instructors to obtain conversion-ready electronic formats or comparable accessible resources.

8.8 Practice-Based Learning (Placements/Practicums/Clinical)

• Where programs include placements or other practice-based learning, Accessibility Services will collaborate with the student, faculty/program staff, and third-party placement sites to explore reasonable accommodations.
• Accommodation decisions will consider essential requirements, safety obligations, and the responsibilities of third-party sites.

8.9 Dispute Resolution and Appeal

• Students should raise concerns as early as possible with Accessibility Services so that issues can be addressed promptly.
• If concerns cannot be resolved informally, students may access the College’s Student Complaint Procedure. Accommodation-related complaints will be handled in a timely, fair, and documented manner.
• The College will not retaliate against any student for requesting accommodations or raising accessibility concerns.

8.10 Records and Confidentiality

• Accommodation documentation and plans are stored securely and access is limited to authorized personnel.
• Records are retained in accordance with applicable legal requirements and the College’s records retention practices.

9. Roles (Quick Reference)

10. Training and Awareness

The College will provide accessibility-related training to relevant personnel, including educators, consistent with its obligations under accessibility legislation and internal training standards.

11. Legal Disclaimer

This policy is intended to comply with applicable accessibility, human rights, and privacy requirements. The College will provide reasonable accommodations to students with disabilities up to the point of undue hardship. Under the Ontario Human Rights Code, only cost, outside sources of funding (if any), and health and safety requirements (if any) may be considered when assessing undue hardship.

Nothing in this policy guarantees specific accommodations. All requests are assessed on an individualized basis with reference to functional limitations and the essential requirements of the course or program. Where multiple options are available, the College may select an accommodation that is effective and reasonable in the circumstances.

This policy may be amended at any time to maintain alignment with legislative and regulatory requirements and operational needs. In the event of a conflict between this policy and applicable law, the law prevails.

12. References (Non-Exhaustive)

• Accessibility for Ontarians with Disabilities Act, 2005 and O. Reg. 191/11 (Integrated Accessibility Standards).
• Ontario Human Rights Commission: Guidelines on Accessible Education – Undue Hardship Standard.
• Ontario Human Rights Code, R.S.O. 1990, c. H.19.
• Ontario Career Colleges Act, 2005 and O. Reg. 415/06 (General).