Communication Guide
Communicating with faculty is an important part of the accommodation process. Students must inform their faculty of their accommodations by providing the accommodation letter written by the DRC, and many accommodations involve logistics which need to be discussed. We have created some guidance below to support students in reaching out to their instructors and communicating effectively about accommodations. Please note that all examples below are meant to be tailored to your specific course context/experience.
Topics of Discussion
- Greeting - Greet your instructor using their professional title and name, such as Dr. [Name] or Professor [Name]. If you’re not sure of their title, we recommend using Professor.
- Introduction - State your name and the course you are emailing about.
- Accommodations - Attach your accommodation letter to the email.
- Discussion - Ask the instructor when you can meet with them to discuss your accommodations and/or begin the discussion by email.
- Closing - End your email with a cordial closing, followed by your name.
Example Email
Dear Professor Bird,
My name is Louie Cardinal, and I am in your DRC 123-01 course this semester. I will need some accommodations in your course, and I have attached my accommodation letter from the Disability Resource Center. I see you have office hours on Tuesdays at 10:00am, may I stop by then to discuss my accommodations with you?
Thank you,
Louie Cardinal
Making arrangements to receive testing accommodations involves a number of logistical factors. Be sure to cover the following information when discussing this with your instructor:
- Find out whether the instructor wants you to test with them or in the DRC
- Discuss any barriers to taking an exam at class time and agree upon an alternate time
- If there are online exams, learn how to access accommodations in the online setting
Example Email
Dear Professor Bird,
My name is Louie Cardinal, and I am in your DRC 123-01 course this semester. I will need some accommodations in your course, and I have attached my accommodation letter from the Disability Resource Center.
I receive extended time on exams. I saw in the syllabus that there are exams in this course. If they’re in-person, would you like me to take my exams with you or with the DRC? If they’re online, how will I access my extended time accommodations? I have a class immediately after yours, so I may not be able to start my exams at class time. Would you prefer that I start earlier so I can finish before my next class or take them later in the day? I’d be happy to meet with you to discuss the logistics of implementing my accommodations if that would be preferable.
Thank you,
Louie Cardinal
Students are encouraged to complete the Flexible Attendance/Deadline Accommodation Form with their instructors at the start of the semester to outline expectations regarding use of this accommodation. When using the accommodation, students are expected to communicate with their instructors in a timely fashion about the disability-related need for flexibility.
Example Email
Hello Professor Bird,
I need to use my reasonable flexibility with attendance DRC accommodation and am not able to make it into class today.
- Then, you can refer to any previously agreed upon plan or suggest any possible steps relevant: (e.g. “As agreed upon, I can turn in a one page reflection based on power point slides for the lecture to address participation points, and I will talk with a classmate to get any notes I missed. Please let me know if there is anything else I need to do.”)
- If you’re unsure when you can return, you may add something to the effect: “I am working with my healthcare professional to address symptoms and hope to be in our next class. If still unable to attend, I will be sure to communicate with you and take any necessary steps to stay caught up in class. Please let me know if you have any questions, concerns or suggestions.”
- If you haven’t agreed upon a plan, you might suggest a possible path forward (e.g. “Please let me know if I can write a summary of assigned reading or another assignment to address participation points I may have missed. I will talk with a classmate to get any notes I missed. Please let me know if there is anything else I need to do.”).
Thank you,
Louie Cardinal
Students are encouraged to complete the Flexible Attendance/Deadline Accommodation Form with their instructors at the start of the semester to outline expectations regarding use of this accommodation. When using the accommodation, students are expected to communicate with their instructors in a timely fashion about the disability-related need for flexibility.
Example Email
Hello Professor Bird,
I need to use my reasonable flexibility with deadlines DRC accommodation and will be unable to turn in [assignment] by the deadline (today/tomorrow/etc).
- Then, you can refer to a previously agreed upon timeline (e.g. “I can turn it in in 48 hour per our flexibility with deadlines agreement, and I will plan to email it to you directly.”
- If you haven't agreed upon a plan, you might suggest a possible path forward (e.g. “Once my symptoms have reduced, I will turn in [assignment], and I anticipate that will be in 24 hours").
Thank you,
Louie Cardinal