Navigating UCLA: A Guide to Disability Services and Resources

UCLA is committed to creating an inclusive and accessible environment for all its students. For students with disabilities, the university offers a wide array of resources and services to ensure equal access to educational opportunities. This article provides a comprehensive overview of the disability services available at UCLA, including registration procedures, accommodations, and other support resources.

Understanding Disability and the ADA

According to the Americans with Disabilities Act Amendment Act (ADAAA), a disability is defined as a physical or mental impairment that substantially limits one or more major life activities. This definition extends to individuals with a record of such an impairment, even if they are not currently experiencing limitations, as well as those who are regarded as having a disability.

The Office of Disability Services (ODS) and the Center for Accessible Education (CAE)

UCLA provides the Center for Accessible Education (CAE) that serves as a central resource, providing educational support services and programmatic access to students with verifiable permanent and temporary disabilities. The CAE also offers information to faculty about academic accommodations. The CAE strives to create a registration process that is seamless. Students seeking reasonable accommodations or support services from The Center for Accessible Education are required to register with the office as early as possible. The Center for Accessible Education will work closely with you to identify reasonable accommodations for your program.

Registration with ODS/CAE

If a student has a disability that is impacting academic performance, they will need to provide documentation of that disability to the Office of Disability Services (ODS)/CAE. This documentation must be supplied by a qualified professional who is licensed or certified to diagnose the disability in question.

The process of registration with ODS/CAE involves several steps and can take 2-3 weeks if the documentation is sufficient. Generally, medical documentation must be current and from the student’s treating clinician. Qualified clinicians are licensed, non-familial, follow established practices in the field, and are most often physicians, licensed psychologists, psychiatrists, social workers, or licensed therapists.

For clinical assessments, the professional conducting the assessments and rendering diagnoses must have comprehensive training with regard to the specific disability being addressed. Documentation must describe how the disability limits one or more major life activities and to what extent the student experiences disability-related, academic limitations.

It is not necessary to resubmit medical documentation each quarter unless you are approved on a provisional basis and your supporting medical documentation will be three years old by your next quarter of enrollment. Contact the office if you have questions regarding the status of your documentation.

After approval, it is the student's responsibility to notify ODS/CAE at least 10 business days prior to the first-class meeting of their intent to return to school for the ensuing academic quarter. Accommodations will not be applied retroactively.

Reasonable Accommodations

Colleges are required to provide any reasonable accommodation that may be necessary for equal access to education. It is important for instructors to remember that providing reasonable accommodations to a student with a disability does not guarantee success in the course. Students with disabilities may not master the course material, just like any other student.

Examples of accommodations include but are not limited to:

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Alternate format course materials
Assistive learning devices
Real-time Captioner/Captioning services
Course enrollment assistance
Exam proctoring
Extended time for exams and quizzes
Note taking support
Service dogs
Sign-language interpreters

Accommodations are permanent, and the use of accommodations is at the discretion of the student. To request a review of accommodations, please contact ODS/CAE directly. Once a student is approved for accommodations, the instructors will be notified every quarter. It is the student's responsibility to notify ODS/CAE two weeks in advance of any quarter they plan to take courses so there is adequate time to arrange and notify instructors of accommodations.

First, check to make sure the instructor received the accommodation letter. Make sure to reach out to the instructor to discuss accommodations.

While ODS/CAE makes every attempt to provide students with their preferred accommodations, it may be determined that the student does not qualify for that accommodation, or that such accommodation would not be reasonable under individual circumstances.

Students with disabilities have the right to equal access to courses, programs, activities, services, and facilities offered at ODS/CAE. Students are also entitled to reasonable accommodations. All information about the student’s disability is to be kept confidential.

Students have the responsibility to provide acceptable documentation of disabilities and to register with the Office of Disability Services (ODS)/CAE if they would like to receive accommodations. If students deem it necessary to receive accommodations for a particular class, students have the responsibility to inform ODS/CAE in a timely manner of their intent to enroll, and to participate in discussions about how their needs can be met.

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Confidentiality and Privacy

Due to FERPA, ODS/CAE staff are not allowed to communicate information regarding any of their students to anyone other than the student. ODS/CAE will need any student wanting documentation to be released to sign a Release of Information. Nobody outside of ODS/CAE has the right to ask you to provide medical documentation (apart from providing a sick note from a doctor), or otherwise “prove” your disability.

In order to maintain student privacy, ODS/CAE provides notetaking support using technology and volunteer student notetakers. Technology allows for students with disabilities to more independently capture lecture information. Current technologies also allow for increase in reliable, consistent, and accurate notetaking.

Institutions of higher education may request valid medical documentation sufficient to determine a student’s functional limitations and need for accommodation. ODS/CAE maintains strict confidentiality in the handling of medical records.

Addressing Concerns and Disruptive Behavior

A student with a disability who is disruptive should be treated as an instructor would treat any student who is disruptive. To report a behavioral concern, please use the Incident Reporting Form.

Service Animals and Emotional Support Animals

Service Animals are allowed in any public space where a human can reasonably go. They are not required to be registered with ODS/CAE or otherwise identified (vests, tags, ID cards, etc.). ESAs (Emotional Support Animals) are NOT Service Animals. ESAs are restricted to a student’s residence, so if a student brings an ESA into the classroom, you may ask them to remove it.

The student is responsible for the behavior of their Service Animal. This means that they must always be on-leash, and if the animal is not potty trained or is not under the student’s control, the student can be held accountable.

Two things you can ask about Service Animals are:

Is the dog a service animal required because of a disability?

Attendance and Absences

Instructors are only expected to provide accommodations to students that are listed on their accommodation letters. The following guidelines may be used in considering whether attendance is an essential element of a course:

Is there classroom interaction between the instructor and students and among students?
Do student contributions constitute a significant component of the learning process?
Does the fundamental nature of the course rely on student participation as an essential method for learning?
To what degree does a student’s failure to attend constitute a significant loss to the educational experience of other students in the class?
What do the course description and syllabus say?
Which method is used to calculate the final grade?
What are the classroom practices and policies regarding attendance?

The accommodation should be provided unless the accommodation threatens the integrity of the course as offered. It is important that the student and course instructor discuss the issue so that the student can then make an informed decision regarding alternatives.

Requests for accommodations for absences due to a disability should be considered on an individual and course-by-course basis. “Blanket” extensions are not reasonable accommodations. When a class is missed due to a disability, a general rule for determining a reasonable timeframe for a makeup or postponement of an assignment (such as a paper, exam or quiz) is the time equivalent to that which was missed. In certain courses, it may be appropriate to consider an alternative assignment, reading or project to make up for missed class discussion or projects. Other examples of how disability related absences may be accommodated may include the ability to submit or make up missed assignments or assessments that have been impacted by the disability-related absence without grade penalty.

Notetaking Support

Notetaking support refers to any technology-based reference tool, or voluntary notetaking services provided by a peer, that can be consulted later by the student. Notes must be complete enough that all material that the student may be graded on is covered. Audio recordings are automatically included in notetaking support, meaning the student has permission to record any lecture materials necessary to study with. It does not include permission to video record other students, or to record general class discussions or other students’ presentations.

In some cases, it is not reasonable to allow the student to make an external recording. In these cases, the instructor may make their own official recording to provide the student, or the instructor may provide the student with their own complete lecture notes in written form if the student does not have a visual impairment.

In order to protect the privacy of all students, and the intellectual property of the instructor, unofficial recordings of our courses are generally not allowed unless the student has been approved by ODS/CAE, and the instructor determines that form of notetaking support is reasonable. In any case, recordings may only be made of live lectures and portions of the course that will merit a grade. If the instructor determines recording is unreasonable, ODS/CAE will provide a reasonable equivalent.

Accessibility

Accessibility is everyone’s responsibility. It is important, not just for legal compliance, but because universal design makes it easier for everyone to learn and communicate. However, accessibility is a spectrum and not every student’s needs may be met. If a student reports that any of our online systems are inaccessible, please contact ATLI for assistance.

UCLA uses Ally to support accessible learning inside Canvas. Students can download files in many alternative formats such as HTML (for reading in a browser), MP3 (audio), tagged PDF, ePub, or electronic Braille. These alternatives are available to all students, regardless of disability, and you do not need to disclose any accommodation to use them. While Ally helps make course materials more flexible, it does not replace formal accommodations.

Exam Proctoring

All exams are to be taken on or potentially before the exam date given to the class. Be sure to be mindful of all approved accommodations and to schedule exams and quizzes accordingly. All scheduling is on a first-come-first-served basis and should be requested by the instructor at least two weeks in advance by contacting Disability Services. Proctors will not be available outside of the designated office hours. The Proctoring Office Location is at the Office of Disability Services, UCLA Extension 1145 Gayley Avenue, 2nd Floor Los Angeles, CA. Be advised that it is best not to start the exam in such cases.

Exams should first be scheduled to be taken at the time of administration along with the rest of the class, with the student either arriving early or staying late to meet the required extra time. Failing this, the instructor must schedule a time outside of class to administer the exam. Only after these options have been exhausted, should instructors inquire about scheduling a proctored exam through ODS/CAE. Exams delivered asynchronously do not require a proctor and must be delivered through Canvas.

Recording Extension Courses

Recording Extension courses and programs may be allowed for specific purposes to support the learning and teaching of enrolled students. However, UCLA Extension programs may not be recorded or reproduced in any medium for public distribution (commercial or non-commercial) without the prior explicit permission of the Dean of UCLA Extension. Audio and video recording of courses to create a personal study aid may be permitted by the instructor with the understanding that the process will not be distracting or publicly distributed. If recording is permitted personal use, the privacy of other students and participants must be respected.

Recordings may be mandated by the Director of Student Services or his/her delegates in Extension’s Office of Disability Services when doing so will provide a disabled student with an academic accommodation required by law. Representatives of that office will inform the instructor if recording is mandated.

Pregnancy and Childbirth

Under the ADAAA, pregnancy and childbirth are not considered qualifying disabilities. Please provide documentation that shows the need for necessary medical accommodations based on temporary impairment or complication from childbirth that substantially limits one or more major life activities. Supporting medical documentation must show that there is a legitimate medical need for temporary accommodations (e.g., excused absences to attend medically necessary doctor’s appointments, bed rest, etc.)

If you must miss class to give birth, you may also need to provide verification to our office or your course department of the date of birth, along with the name of the course(s) missed to be excused from those courses when that time comes. You can do this through our office or provide documentation directly to your course department and/or instructors.

Under Title IX, pregnant and parenting students are entitled to certain reasonable modifications that do not meet the same threshold as a temporary disability accommodation.

Additional Resources and Support

UCLA offers a variety of additional resources to support students with disabilities:

All Brains: Formally known as STAND (Students Taking Action for Neurodiversity), this student-led program plans and arranges events based on feedback from neurodiverse students at UCLA.
Arthur Ashe Student Health & Wellness Center: Provides medical and mental health services to students. Located at 221 Westwood Plaza, (310) 825-4073.
Campus and Student Resilience: Promotes resilience skills through connection, service, self-efficacy, and self-reflection. Includes RISE (Resilience in Your Student Experience) programming.
CARE: Committed to the eradication of sexual and gender-based violence through prevention education, support, and advocacy.
Career Center: Offers services, programs, and resources to help students with disabilities make informed career decisions and compete in the job market. Located at Strathmore Center Building, 501 Westwood Plaza, (310) 206-1915.
Committee on Disability (UCOD): An advisory group that analyzes problems, proposes solutions, and makes recommendations on matters of concern to persons with disabilities.
Counseling and Psychological Services (CAPS): Provides short-term individual counseling, stress management, support groups, and consultation. Located at John Wooden Center West, 221 Westwood Plaza, (310) 825-0768 (voice), 206-7366 (FAX).
Disabilities and Computing Program (DCP): Offers access to computers with assistive technology for students, staff, and faculty with disabilities. Located at 4909 Math Sciences Building, 206-7133 (voice), 206-5155 (TTY), 206-7025 (FAX).
Employee Disability Management Services (EDMS): Provides departmental guidance on compliance with Federal and State laws as well as with UC policies and facilitates the job accommodation process.
ADA & 504 Compliance Office: Monitors and coordinates compliance with the Americans with Disabilities Act of 1990 (ADA) and Section 504 of the Rehabilitation Act of 1973.

CAE's Mission

The mission of the Center for Accessible Education (CAE) is to create an accessible, inclusive, and supportive learning environment. Through a collaborative effort with faculty, staff, and students, the CAE facilitates academic accommodations, disability advocacy, and serves as an educational resource for the campus community.

Applying to CAE

Ready to get started registering for accommodations and support from CAE? Start here! To fill out an application and begin the accommodation process, just select the application below that corresponds with your needs. Have questions about what you should do next?

Academic Accommodations Application
Housing Accommodations Application

Connect with the CAE

Stay up to date on new staffing for the office, different procedures for accommodations, and exciting additions to CAE services. Don't forget to sign up for our newsletter below as well! Sign Up for Newsletter

Upcoming Events

Join CAE at an upcoming drop-in (more information below) or for a workshop or presentation! UCLA hosts different events around the year to educate about and support disability inclusion at UCLA. You can find more information on our event page below. To more quickly assist students, faculty, and staff with their questions about accommodations or resources offered by CAE, UCLA hosts weekly drop-in sessions with various staff members. A Disability Specialist will be available to answer quick questions about accommodations, registration with the CAE, accessibility of courses, and other general inquiries. Already registered with an assigned specialist? Drop-ins are not for updating or modifying existing accommodations. CAE Housing Accommodations staff are happy to meet with students for virtual drop-in hours to answer quick questions or general inquiries you may have about accommodated housing at UCLA. All David Geffen School of Medicine at UCLA (DGSOM) students are encouraged to join DGSOM Director of Disability Services, Grace Clifford, and during virtual drop-in hours! She will be available to answer quick questions about accommodations, registration with the CAE, accessibility of courses, and any non-confidential questions you would like addressed.

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