Changes to come!

We invite you to review the current procedures and policies for our office. As we continue to transition, we will share periodic updates to keep everyone informed.

Reminder!

Students who plan to take their assessments in the Testing Center should be sure to schedule them before the posted deadlines. Please follow the procedures outlined on our website unless you receive different instructions from the Testing Coordinator.

Welcome Back to Queens College!

 

We are thrilled to welcome you back for another exciting semester at Queens College! To set yourself up for success, it’s essential to request that your new accommodation letters be sent to your instructors before the semester kicks off. We’re committed to supporting you in your educational journey, and we wish you an outstanding semester ahead!

If you plan to utilize your approved accommodations this semester, it is crucial that your instructors receive an updated Accommodation Letter from our office through the Accommodate platform. If you currently hold a temporary status, please ensure that your documentation is up to date before the semester begins as it is your responsibility. You can access the necessary forms on the Document Form Tab on the Incoming Students‘ page. Once you submit the form, your counselor will be in touch for further assistance.

As a student, it’s important to communicate with your professors about which accommodations you wish to take advantage of. Keep in mind that any modifications to your accommodations must be approved by your SPSV counselor—not your professor. If you feel that an approved accommodation does not adequately meet your needs, whether generally or for a particular class, please notify your counselor promptly. Since accommodations cannot be applied retroactively, it’s imperative to address any concerns as soon as possible. Please know that any adjustments will only take effect after they are carefully reviewed and confirmed by your counselor. Your experience at QC matters to us, and we are here to help you navigate your academic journey confidently!

If you experience any challenges with your accommodations, reach out to your counselor immediately. Should you not receive a response within 48 hours, please don’t hesitate to contact our office for further support.

 

** Reminder **

Students are responsible for understanding and following the current procedures and policies set by our office each semester.

To successfully submit your letter, follow these essential steps:

  1. Navigate to the Accommodation Tab.
  2. Click on the Semester Request Tab.
  3. Hit the “Add New” button.
  4. Select the current semester from the drop-down options.
  5. Finally, click “Submit.”

You’ll know your letter has been approved once you see your copy for the semester in the Letters Tab. Taking these steps ensures you stay on track and receive the accommodations you need!

Please use the link below to request your accommodation letter following the basic steps provide above for this semester.

CUNY Accommodate Login Link: CUNY Accommodate Login

Accommodations Guidelines

 

Please refer to the Procedure tabs on the left to review the processes for some of the accommodations offered through our office. Students are responsible for understanding and adhering to all policies and procedures associated with their approved accommodations.

Additionally, students are encouraged to review the QC and CUNY policies provided in the tab to the left if they are uncertain about any requirements. Students with disabilities are held to the same academic and conduct standards as their peers, and any violations will be reported to the student’s instructor and to the Office of Judicial Affairs for review.

Remember, accommodations are determined individually, based on current documentation and the requirements of each academic program. What is appropriate for one course may not be appropriate for another. Because of this, accommodations may change from semester to semester through an interactive process, when necessary.

Below are the general established deadlines for the semester for you to review and follow. Students are responsible for keeping track of these deadlines and for following any updates or changes to procedures and deadlines that may occur. Students are encouraged to be proactive and ask for assistance if needed.

 

Deadlines

Before talking to instructors about your accommodations or requesting to set up accommodations in our office, students must first request their accommodation letters for the semester through Accommodate. Please be sure to follow all steps to request your accommodation letters each semester.

If any issues come up, you can always download your student copy (once it has been approved by your counselor) for the semester to share with your instructor as proof of registration with our office.

For step-by-step guidance, please visit the Welcome Back! tabs or your Follow Up Letter on Accommodate.

 

** Accommodation Letters**
Deadline: Before accommodations are first used, following the specific deadline for each accommodation.

Accessible Furniture & Room
Deadline: 3 weeks before the start of the new semester.

Alternative Format (Converting Materials)
Deadline: Up to 2 weeks to convert each material. The earlier the better.

American Sign Language Interpreting (ASL) and Real-time captioning (CART)
Deadline: 3 weeks before the start of the new semester.

FM System
Deadline: Up to 2 weeks to obtain. Request one time.

Assistive Technology
Deadline: 1 week before the start of the new semester, or a one-time request based on the specific technology approved.

Extended Time & Less Distractive Setting
Deadline: 5 business days before the date of the timed assessment for Spring & Fall sessions.
Deadline: 2 business days before the date of the timed assessment for Summer & Winter sessions.
* Follow the current scheduling hours
; any request after the posted time will count as the next business day.
*
If instructors will proctor the timed assessment, students are expected to follow the requested deadline for each instructor.

Note-taking
Deadline: 1 week before the new semester to renew the license, if applicable.
* Students are responsible for deleting any recording at the end of the semester.

Priority Registration
Deadline: Determined by Registrar for each semester.
* Students are responsible for creating their ideal schedule based on their disability-related needs, such as extended time and medication. NOT personal needs.

Sign Language Interpreting, Real-Time Captioning & FM System

Sign Language Interpreting (ASL)

Deadline: 3 weeks before the start of the new semester.

** Students are responsible for letting both our office and their interpreter know about their class schedule, as well as any days when there will be no lecture. Please remember that interpreting services are generally not provided during timed assessments, so it’s important to notify our office ahead of time to avoid unnecessary scheduling or billing.

Students approved and in need of American Sign Language (ASL) interpreting must notify our office at least 3 weeks before each semester begins so services can be arranged. Interpreting may be provided either in person or remotely. Please note that interpreters are present only to interpret spoken content—not to assist with coursework.

Since our office coordinates with outside vendors, advance notice is required. Last-minute requests made after the deadline may take up to 2 weeks to arrange and will depend on the vendor’s availability for remote interpreting.

Real-time captioning (CART)

Deadline: 3 weeks before the start of the new semester.

** Students are responsible for letting both our office and their captioner know about their class schedule, as well as any days when there will be no lecture. Please remember that captioning services are generally not provided during timed assessments, so it’s important to notify our office ahead of time to avoid unnecessary scheduling or billing.

Students approved and in need of real-time captioning must notify our office at least 3 weeks before the semester begins so services can be arranged. Captioners provide remote captioning for spoken content in real time during a lecture. They are there to caption only—not to assist with coursework.

Because this service is provided through outside vendors, early notice is essential. Requests made after the deadline may take up to 2 weeks to arrange, depending on vendor availability.

Students using CART will also receive transcriptions of their lectures afterward. These transcriptions are meant to supplement the student’s own notes taken by themselves by helping capture additional context that may have been missed during class.

FM System

Deadline: Up to 2 weeks to obtain. Request one time.

An FM system (Frequency Modulation system) is an assistive listening device (ALD) that uses radio waves to deliver speech more clearly, especially in noisy environments. It works by reducing background noise and transmitting sound directly through a microphone worn by the instructor and a receiver used by the student.

The receiver may be:

  1. Headphones
  2. Ear-level devices that transmit sound directly into the ears
  3. Hearing devices such as cochlear implants or hearing aids

If background noise becomes an issue, instructors are responsible for adjusting the microphone’s placement or setup to ensure the student can hear clearly.

The FM system will be loaned to students for use throughout their time at Queens College and must be returned once the student no longer plans to be enrolled at the end of the semester. Students are responsible for providing the necessary information and submitting a one-time request for the device.

Because obtaining the correct device can take up to two weeks, we strongly encourage students to make their request as early as possible, ideally before the semester begins. While the device is on loan, students are expected to care for it properly and ensure it remains in good working condition.

Assistive Technology & Text/Reading/Writing Software

 

Assistive Technology

Deadline: 1 week before the start of the new semester, or a one-time request based on the specific technology approved.

Students approved and in need of assistive technology will need to contact our office to set up their account, if applicable. This is generally a one-time request. The specific technology provided will depend on each student’s documented needs and will only be loaned for use in appropriate academic settings.

Please note that assistive technology is the property of SPSV and is provided on a temporary basis. Students are responsible for following all usage procedures and for taking care of the assistive technology while it is on loan. If any issues arise, students should contact our office right away so we can help resolve them.

Below are some examples of assistive technology that may be available (not an exhaustive list):

  • Readers
    • Job Access With Speech (JAWS): A screen reader that allows blind or visually impaired students to access on-screen text using speech output or a braille display.
    • ZoomText Magnifier/Reader: A program for low-vision users that enlarges and enhances screen content, echoes typing, and reads documents.
  • Screen Enlargement
    • Closed Circuit Television (CCTV): A magnifier with a camera, adjustable arm, viewing monitor, and zoom/color/contrast modes to optimize visual assistance.
    • Portable CCTV: A more compact magnifier that can be connected to a laptop, allowing students to use it in class as needed.
Text/Reading/Writing Software

Deadline: 1 week before the start of the new semester, or a one-time request based on the specific technology approved.

Students approved and in need of software for disabilities related to either reading or writing will need to contact our office to set up their account, if applicable. This is generally a one-time request. The specific software provided will depend on each student’s documented needs and will only be loaned for use in appropriate academic settings.

Please note that the software provided is the property of SPSV and is provided on a temporary basis. Students are responsible for following all usage procedures and for keeping their account private and secure while it is on loan. If any issues arise, students should contact our office right away so we can help resolve them.

Kurzweil 3000

One of the most commonly provided software tools is Kurzweil 3000, a literacy support program designed to make the curriculum more accessible for students. It offers a wide range of features to support reading, writing, and study skills. These include Text-to-Speech functions, as well as tools for highlighting, circling, and striking through text to emphasize important information.

As part of Kurzweil 3000, students also have access to the Read the Web Browser Extension. This tool allows web content to be read aloud, highlights key sections, and even lets students export selected text into a personalized study guide.

Extended Time & Less Distractive Setting

** Testing Center & AT Lab are under 24/7 surveillance**

Deadlines for requesting accommodations at the Testing Center

  1. Spring & Fall Sessions: 5 business days before the time assessment.
  2. Winter & Summer Sessions: 2 business days before the time assessment.
  3. Scheduling Hours: Requests must be in by 3 PM. Anything after counts as the next business day.
What counts as a timed assessment?
  1. Quizzes, exams, or assignments that must be finished within 24 hours and are graded.
  2. Anything with more than 24 hours to complete is not covered by extended time (that falls under the responsibility of time management).
Extended time for timed assessments
  1. If you are approved for time-and-a-half (1.5x), you will get 50% more time than your classmates on timed assessments.
  2. If you are approved for double time (2x), you will get 100% more time than your classmates on timed assessments.
How extended time works
  1. Extended time means extra time on an assessment, not a different day or start time.
  2. Student responsibility:
    1. Introduce yourself to your instructors and let them know, once accommodation letters are approved, whether or not you plan to use accommodations such as extended time.
    2. Follow your instructor’s instructions on how extended time will be provided.
    3. If you are taking assessments in class, remind your instructors in advance if accommodations need to be applied.
    4. If your assessments must be scheduled through our office, remind your instructors at least one week before the assessment date so they can look out for our email.
    5. If your instructor does not receive an email, remind them to contact our office right away to resolve the issue.
    6. Students who arrive more than 20 minutes after their scheduled start time will not be permitted to take the exam in our office. You may check with your instructor to determine whether you are allowed to take the exam in class, in accordance with the class policy.
  3. Double-check assessment times with your instructor or SPSV staff. If something seems incorrect, speak up immediately—accommodations cannot be applied retroactively.
  4. If your exam falls outside the testing center’s regular hours, a different time or date may be arranged. Otherwise, you are expected to begin at the same time as your class.
Instructor-led proctoring
  1. Instructors can proctor their own assessments if the procedures for implementing the accommodations are followed properly.
    1. If assistance or clarification is needed, it is the instructor’s responsibility to contact our office for assistance. Accommodations implemented must follow our procedures. Instructors do not have the authority or right under CUNY to provide or change accommodations related to a disability on their own.
  2. Make-ups allowed by the class policy listed in the syllabus will be primarily handled by the instructor, like the other students in class.
  3. If you miss class due to a documented disability-related episode approved by our office, you may take your make-up exam in the testing center if necessary.
Online Timed Assessments
  1. Don’t schedule accommodations for non-proctored online timed assessments.
  2. Instead, remind your professor ahead of time to adjust the timer for your extended time and discuss how your other accommodations will work if applicable.
  3. If you need help, email spsv.testing@qc.cuny.edu for assistance.
Evening Assessments
  1. Before 6 PM: Leave room in your schedule to start earlier.
    Example: A 5 PM, 2-hour test with 1.5x time means you need 3 hours (3–6 PM). Add extra time if you get breaks.
  2. After 6 PM: You may need to leave time earlier in the day or the next morning, using the same method above, depending on your professor’s instructions. Talk with them early so scheduling works out.
Weekend Assessments
  1. You may need to leave time earlier in the day on Friday or the next business morning on Monday, using the same method for evening assessments, depending on your professor’s instructions. Talk with them early so scheduling works out.
Planning your schedule
  1. It’s your responsibility to build a schedule that works with your accommodation of extended time.
  2. Priority registration is given to help you plan around disability-related needs (like accommodations, medication, appointments, or symptoms)—not personal preferences.
Last-minute changes
  1. If your professor schedules a time assessment at the last minute, email spsv.testing@qc.cuny.edu and carbon copy your professor (Cc) in the email. We will try to schedule you on short notice or work out an arrangement if your instructor cannot accommodate you.
  2. If you no longer plan to take your exam in our office, you must notify us as soon as possible. Repeated no-shows will result in a suspension of testing services until you meet with a staff member from our office

Note-Taking

 

Deadline: 1 week before the new semester to renew the license, if applicable.
* Students are responsible for deleting any recording at the end of the semester.

 

Students approved for note-taking accommodations will be provided with note-taking software to support their learning in class. Please note that this accommodation is for academic use only, and students are responsible for bringing their own device to use the software.

If an instructor determines that note-taking software is not appropriate for the course, they are responsible for arranging an alternative, such as a peer note-taker or receiving outlines/notes from the instructor. Instructors will coordinate this process, either directly between students (if both are comfortable sharing notes) or by collecting and distributing the notes themselves.

In some cases, note-taking accommodations may not be necessary for a course. For example, if most of the class materials—such as lecture PowerPoint slides—are already provided in advance, students can follow along and take their own notes as needed. This will vary by course.

Attendance Requirement

Students must be present in class to receive notes. If a student misses class, they are responsible for obtaining notes on their own for that day. Students who are able to take their own notes should continue doing so, using the accommodation as an additional support when needed.

Appropriate Use

Note-taking accommodations are designed to assist with learning. Misuse of this support— such as using approved software or devices for uses that are not approved—may result in the instructor contacting our office or Judicial Affairs for further assistance. Instructors may also restrict the use of laptops or tablets in class if they are not being used as intended, such as surfing the web instead of taking notes.

If instructors do not feel comfortable with students using note-taking software, instructors can require students to sign a Note Taking Agreement Form for reassurance. The form is provided below.

Note Taking Agreement Form Link:

 

Other Accommodations

 

Accessible Furniture

Deadline: 3 weeks before the start of the new semester.

Students approved and in need of accessible furniture in their classrooms for the semester due to their disability will need to inform our office at least 3 weeks prior to the start of the semester to provide staff enough time to make the arrangements.

Accessible Room

Deadline: 3 weeks before the start of the new semester.

Students approved and in need of a classroom change due to their disability will need to inform our office at least 3 weeks prior to the start of the semester to provide staff enough time to make the arrangements.

Alternate Format

Deadline: Up to 2 weeks to convert each material. The earlier the better.

Students approved and in need of an alternative format for their course materials due to a disability should notify our office as soon as they are given or obtain their course materials. Please note that converting materials may take up to two weeks per request, so early communication is important. Alternate formats for timed assessments are subject to deadlines for scheduling in the Testing Center.

Before requesting a conversion, students should first ask their instructors if a digital copy is already available. If students are required to purchase their own materials (such as textbooks), they should purchase digital copies whenever possible, unless no digital copies exist.

If conversion is needed, students should contact our office as soon as they have obtained the material(s). To help avoid delays, students are encouraged to reach out to their instructors before the semester begins to confirm which materials will be required and to have their instructors contact our office as soon as possible if accessibility may be an issue.

Flexible Attendance

Deadline: As soon as a note from the student’s healthcare provider can be provided. Ideally, before attending the next class, allow for time to coordinate.

Students who experience unpredictable medical episodes may be eligible for flexible attendance as an accommodation. To receive this accommodation, students must provide a letter from a qualified medical professional confirming that their disability prevented them from attending class(es) during a specific episode. This documentation must be submitted to our office. Once received, we will reach out to the student’s instructor to help arrange any necessary waivers or make-up assignments if approved.

It’s very important that this process goes through our office—students and instructors should not handle these requests independently. This ensures fairness, consistency, and that students receive the appropriate support for their academic success.

Math Waiver

Deadline: None. Students should expect the approval process between departments and staff to take a semester at the latest to make a decision.

In some cases, our office can provide a letter verifying that a student has a disability in arithmetic that impacts their ability in math. However, please note that approval of a waiver is not guaranteed. Final decisions are made by the Academic Department and depend on several factors, such as whether the math requirement is considered essential to the student’s program of study.

It’s important to remember that accommodations cannot remove essential elements of a program. Our role is to support students in exploring options and advocating for equitable access, while academic departments determine what is considered essential within program requirements.

Use of a Simple Calculator

Deadline: Students should discuss this accommodation at the beginning of the semester with their instructor.

Students approved and in need of a simple calculator must confirm with their instructors first if a simple calculator would be allowed. A four-function calculator typically has functions limited to addition, subtraction, multiplication, division, square roots, and percentages. This accommodation is intended for students with an impairment in math that significantly affects their ability to carry out basic math operations.

Please note: if an assessment is designed specifically to measure a student’s ability to perform arithmetic calculations (rather than solve equations or apply concepts), the accommodation for the use of a simple calculator will not be considered reasonable for this circumstance.

Temporary Accommodations

Students who are granted temporary accommodations due to a temporary disability will receive support based on their current, documented needs. This differs from being placed on temporary status, which indicates that updated documentation is required.

Accommodations under this category are determined on a case-by-case basis, depending on the documentation provided and the student’s specific situation.  In most cases, services will conclude once the temporary condition has resolved.

Priority Registration

Deadline: Determined by Registrar for each semester.

** Students are responsible for creating their ideal schedule based on their disability-related needs, such as extended time and medication. NOT personal needs. **

Priority registration is available to all students registered with our office to assist in creating their ideal schedule based on their disability-related needs. The Registrar’s Office sets the specific priority registration date each semester, and our office does not control this.

Students are responsible for:
  1. Making sure there are no holds on their account that could block registration.
  2. Building a course schedule that accommodates their disability-related needs, such as doctor’s appointments, medication timing, and frequency.
    1. In addition, it also includes leaving gaps for extended testing and other accommodations.

When creating a schedule, students should plan for the possibility of taking quizzes or exams both before and after class lectures. Adequate time must be left in the schedule to meet extended-time requirements; otherwise, students may risk missing parts of their classes.

Please note:

  • Priority registration is not meant to guarantee enrollment with specific instructors.
  • Our office cannot override departmental or college policies. Requests for course over-tallies must go directly to the relevant academic department.
  • Students should plan their course load carefully. For example, if registering for three classes on the same day, students should account for the possibility of having three exams on that day.

Finals:

Final exams follow a different schedule from the regular class schedule. Exams are usually set for two hours by the college (subject to change by instructor), so start times may be adjusted as needed.

Students will not be required to take more than two finals (2 hours each) per day in our office if they have accommodations for extended time. If a student has more than two finals (2 hours each) scheduled in one day, they may request that their instructor arrange an alternate time and date for the additional exam(s).

Any requests to reschedule exams that fall outside of Queens College and Office of Special Services policies must follow the individual course instructor’s syllabus and policies. In these cases, make-ups are primarily the responsibility of the instructor.

Queens College and CUNY Policies

 

Students with disabilities are expected to meet all program requirements in order to qualify for accommodations. These requirements are designed to uphold academic standards and accreditation integrity, not to discriminate against students with disabilities or members of other protected classes. If a student does not meet the academic standards of a course—even with accommodations or by choosing not to use them—a failing grade is appropriate and justified.

Qualified students with disabilities are required to follow all Queens College (QC) and CUNY policies and procedures, just like any other student. A disability does not exempt a student from compliance with policies such as the:

  • Code of Conduct Policy
  • Academic Integrity Policy
  • Sexual Misconduct Policy
  • Acceptable Use of Computer Resources Policy

Outside of approved reasonable accommodations, students are to be treated the same as their peers. Students who are uncertain about what qualifies under these policies are strongly encouraged to review the policies listed below.

If a student is found to be in violation of these policies or procedures, instructors are encouraged to first engage in a respectful conversation with the student regarding the incident. However, a formal report must also be submitted to the appropriate office—such as the Office of Judicial Affairs or the Title IX Office—for official documentation. If the matter cannot be resolved through discussion, and the issue is not related to the Sexual Misconduct Policy, the Office of Judicial Affairs will intervene and assist with the next steps.

Materials: TBA

Workshop: TBA
* If you are interested in this workshop, please let us know.

Materials: TBA

Workshop: TBA
* If you are interested in this workshop, please let us know. 

Materials: TBA

Workshop: TBA
* If you are interested in this workshop, please let us know.