Accommodations
The Faculty of Medicine at the University of Ottawa is committed to providing equal opportunities to all qualified students. Students with disabilities are expected to accomplish the “core competencies” of the program. As described in the document “Essential Skills and Abilities Required for the Study of Medicine”found on the Ontario Universities’ Application Centre (OUAC) website at Ontario Universities Application Centre (OUAC),“all students must have the required skills and abilities described in the Section on Technical Standards. All individuals are expected to review this document to assess their ability to meet these standards. This policy does not preclude individuals with disabilities. Students who anticipate requiring disability-related accommodation are responsible for notifying the medical school.”
Accommodations are meant to reduce barriers, in order to allow otherwise qualified medical students with disability to succeed in the academic MD program. An accommodation is defined as any adjustment or modification made to give students with disability equal opportunity for success, while ensuring that all academic and professionalism requirements are met. A reasonable accommodation does not alter the nature of the training program or change requirements for promotion, progression or graduation. It is not meant to provide an unfair advantage to any student. A reasonable accommodation is meant to provide an effective and accessible learning environment for all students.
Accommodations are unique to each individual. Keeping in mind the added responsibility of medical students regarding patient care and safety, the Faculty of Medicine at the University of Ottawa has established a Student Accommodations Committee (SAC), who has the mandate to review all accommodations request for medical school and recommend specific measures. Unlike most undergraduate programs where the University’s Access Services grants accommodations, all requests for medical students have to be discussed at this committee and then granted by the medical school. For medical students wishing to request an accommodation, the step-by-step process of is described in the next section.
The need for an accommodation is assessed in regards to the student’s functional limitation, as documented by expert opinion, and the specific goal of the accommodation. Such need may fall into one of the following categories:
Categories
Academic
AccommodationsNon-academic
AccommodationsAcademic accommodations have an impact on the curriculum delivery and/or evaluation.
Non-academic accommodations have no impact on the curriculum delivery or the evaluation
May constitute a change in allocation of university resources, evaluation, teaching procedures to accommodate students with needs related to but not limited to learning disability, ADD/ADHD, mental health disability or physical disability.
May constitute any other accommodation that a student may need related to but not limited to religious obligations or physical accessibility.
Because of its academic impact, all requests for accommodation and recommendations from the Student Accommodation Committee must be discussed and approved by the MD program Promotions Executive Committee (PEC) in order to be granted.
When there is no academic impact, in the case of physical accessibility reason, the Student Accommodation Committee may approve and recommend the implementation of the request in advance of the presentation at the Promotions Executive Committee, to avoid undue delays.
Example:
A student who requests more time for examinations, whether it is because of physical disability or learning disability.Example:
A student who requests an ergonomic chair during classes and for written examinations.Documentation:
The documentation required for physical disability is the SAO medical certificate form filled by a physician with expertise in the related medical speciality, which indicates the nature of the disability, the functional limitation(s), the goal(s) of the accommodation and suggested method(s) to accommodateDocumentation:
As an example, documentation required for physical accessibility is an ergonomic assessment letter from a physician or other health care professional with expertise in the medical diagnosis or ergonomic assessment, indicating the nature of the disability, the functional limitation(s), the goal(s) of the accommodation and suggested method(s) to accommodate
Procedure to request accommodations
Student's responsibility
Each medical student is responsible for their own success and for availing themselves of all supports available. Any medical student with disability has a right to reasonable accommodation and should consider requesting all available help.
It is the medical student's responsibility to initiate the process of requesting an accommodation by contacting the Student Affairs Office to make an appointment with the accommodations counsellor. Each request is confidential; the student is given a SAC random identifying number. This number is the only identifier used during the discussions of the Student Accommodation Committee (SAC).
Step 1 - Students
A formal request for accommodation must be made to the Student Affairs Office as soon as the need arises, keeping in mind that the process could take several weeks. An appointment should be made at least 6 weeks prior to the first event that requires accommodation. An accommodation file is opened and the student is assigned a random SAC number, to maintain anonymity during the Student Accommodations Committee discussions. Supporting documentation should be submitted to the counsellor during the meeting or as soon as possible.
The type of supporting documentation depends on the reason for accommodation.
Academic
For an academic accommodation, which impacts on curriculum delivery or evaluation, specific expert opinion must be provided as supporting documentation. Different situations require different documentation, for example:
ADD or ADHD:
The SAO medical certificate filled by a specialized health professional (i.e. registered psychologist, registered psychological associate, neuropsychologist, psychiatrist, physician)
Learning disability:
Psycho-educational assessment no more than 5 years old provided by a registered psychologist or a registered psychological associate
Mental health issue:
SAO medical certificate filled by a specialized health professional (i.e. psychiatrist, registered psychologist, physician)Physical condition (temporary or chronic):
SAO medical certificate filled by a physician with expertise in the medical specialty most related to the problem
Traumatic brain injury:
Neuro-psychological assessment reportSupporting documentation or SAO medical certificate must indicate:
- the nature of the disability
- the functional limitation(s)
- the goal(s) of the accommodation
- suggested method(s) to accommodate
A template of the SAO medical certificate can be obtained in the Forms section below, either Word or PDF version. Please note that this form is mandatory for a request of academic accommodation relating to a physical or mental health disability. The student is responsible for paying any physician’s fees related to the completion of this form.
This documentation will remain confidential; only the content relevant to the request will be discussed at SAC, with the student only identified by the random SAC number.
Non-academic:
For a non-academic accommodation regarding physical accessibility, such as an ergonomic chair, an assessment and report from an occupational therapist is required. Students who have not been previously assessed can seek the expertise at University of Ottawa Student Academic Success Service (SASS) on main campus.
A request for accommodation for religious observance must identify the nature of the religious observance and the requested accommodation, as described in section 15 of the academic regulations of the University of Ottawa. Requests must be made within 2 weeks of the start of the semester.Please note that an accommodation for particular religious attire in the clinical setting during elective, community week, PSD or clerkship allows the learning site to be aware of the request, and plan accordingly so that the granted accommodation can be respected within appropriate time lines.
Step 2 – Student Affairs Office
The counsellor will meet privately and confidentially with the student to explain in detail the process of accommodation. Each student is assigned a random SAC identifying number for case discussion at the SAC committee. The counsellor will fill out a Request for Accommodation form in collaboration with the student, taking into account all pertinent information obtained from the student, all supporting documentation and all recommendations put forward by learning specialists, physicians, or other health care professional. If the student does not have supporting documents yet, they will be guided as to what is required and in many cases, how to obtain it.
The request for accommodation form will state clearly:- the type of accommodation requested (academic or non-academic);
- the nature of the disability for which an accommodation is requested;
- the student's functional limitation(s), as supported by the appropriate documentation;
- the goal(s) of the accommodation;
- the specific accommodation measure(s) requested by all supporting assessments. The recommendations by the learning specialists at SASS - Academic Accommodation will be included in this segment. On occasion, after discussion, the counsellor may suggest additional measures that could also be considered.
Please note that a medical school accommodation cannot be granted at University of Ottawa SASS - Academic Accommodation. The process requires application to the Faculty of Medicine Student Affairs Office.
We work in close collaboration with the team at SASS - Academic Accommodation to ensure students’ needs are met within the context of a professional school such as the Faculty of Medicine.
In the case of a new accommodation, the student is also asked to meet with the Assistant Dean of Student Affairs, often at the same time as the counsellor, so that both members of the SAO team can advocate on behalf of the student at the Student Accommodations Committee meeting with sufficient first-hand knowledge of the issues faced by the student.
Step 3 - Student Accommodation Committee (SAC)
The student will give written consent for the request to be submitted for discussion at the Student Accommodation Committee. This committee meets only a few times a year. Although it has the capacity for urgent ad-hoc confidential conference call or internet voting, when an urgent situation arises, all other requests must be discussed with the SAC committee at large. These meetings are planned strategically, taking into account the dates of the mid-term, summative and OSCE exams and the planned dates of the monthly Promotions Executive Committee (PEC) meetings; this academic committee has final say on whether an accommodation is granted, denied or accepted with modifications. They may also, on occasion, require more information or supporting documentation.
It is expected that a student requiring accommodations will start the process of requesting such accommodation at the Student Affairs Office as soon as the need arises, to ensure that it can be granted by PEC in time for the event for which the student wishes to be accommodated.
Step 4 – Student Promotions Executive Committee (SPEC)
The final recommendations from the SAC are forwarded to be discussed at the next Student Promotions Executive Committee (SPEC), which meets once a month during the academic year. This Committee can:
- accept the entire recommendation for accommodation from SAC without modification;
- request more evaluation or information;
- accept with modification;
- reject the request.
Only once accepted by SPEC is the accommodation granted and the student notified.
In the case of a non-academic accommodation for physical accessibility, without academic component such as additional time to stretch, the process mirrors the University of Ottawa Access Service process in that approval at SAC is sufficient to allow implementation of the accommodation through collaboration with Access Service to prevent unnecessary delay. The accommodation is still presented at PEC for information purpose. All academic accommodation, which impact on the curriculum delivery or evaluation, must be presented and granted by PEC in order to be implemented.
Declining an accommodation
If a student does not wish to be accommodated for a particular exam, or does not intend to use part of the accommodation granted, it is their responsibility to contact the Supervisor of Academic Services in Pre-Clerkship or Clerkship by email (medaca@uottawa.ca) to inform them that they do not want to be accommodated for a particular examination. This will ensure that the exam is available for the student at the correct location, particularly when the accommodation includes writing the examinations at SASS - Academic Accommodation at main campus of the University of Ottawa.
Please note that no accommodation will be granted retroactively; It must be valid and active at the time of the event (exam). In a situation where the student declined the accommodation and is not successful, the lack of accommodation measure used for the event cannot be used as the reason to appeal the failure.
SASS – Academic Accommodation – University of Ottawa
At the Faculty of Medicine, we work in collaboration with Access Service at SASS (Student Academic Success Services) of the University of Ottawa main campus. They offer assessments by learning specialists and can provide students with supporting documentation to request an accommodation as a medical student with the Faculty of Medicine. Their services are part of the University of Ottawa main campus services to all students; they are easily accessible by shuttle and are free.
Most students requiring accommodation for pre-clerkship will be asked to register at Access Service (SASS - University of Ottawa) and meet with one of the learning specialists, depending of the type of disability.
Please note that the process for accommodation with the Faculty of Medicine is different than for undergraduate programs at the University of Ottawa.
An accommodation for medical school cannot be granted by Access Service.
The Student Affairs accommodations counsellor can guide the student as to appropriate services or consultations at Access Service. Please keep in mind that the first few weeks of a semester (particularly the Fall semester) are extremely busy at Access Service, as they provide services to all University of Ottawa students.
Access Service also have information on financial aid for students with disability, such as the Bursary for Students with Disabilities (BSWD) and the Canada Grant for Students with Permanent Disability.
Writing at SASS – Academic Accommodation
Medical students granted an accommodation for written examination write their exams at SASS, in the Desmarais building room 3172, on main campus of the University of Ottawa.
In order to do this, the student must:
- be registered at Access Service;
- have met with a learning specialist at Access Service;
- have been granted an accommodation from the Faculty of Medicine Promotions Executive Committee (PEC), through application at the Student Affairs Office;
- have registered the written examination by the posted deadline at Access Service:
- For mid-term evaluations: at least 7 days before the exam date
- For final exams: November 15 (fall semester) and March 15 (winter semester).
The information and link for registration at Access service and for registration of examinations can be found on the SASS website . All registration can be done online, once the student has met with the Access Service Learning Specialist.
Registering as a student with Access Service
Medical student can register with the Access Service - part of the University of Ottawa Student Academic Success Service SASS
The section “Register with Access Service” offers the possibility to print a PDF format and bring it to Access service at the time of the appointment or register.
Registering each written examination with Access Service
Once granted an accommodation for written examinations from the Faculty of Medicine, medical students must register each written examination within the posted deadlines. This can be done online, on the Access Service website , in the section “Exam Accommodation Request”.
Accommodation renewal (annual)
An accommodation is usually granted for the full academic year, unless a provisional approval was given pending further documentation.
Each year of training brings new and different challenges, related either to the milieu, the evaluation methods, or both. The accommodations counsellor at the Student Affairs Office will contact each student at the end of each academic year to discuss plans for required accommodations for the following year of training. It is the student’s responsibility to be proactive and to make an appointment to meet with the accommodation counsellor to decide collaboratively whether any modification or additional accommodations should be sought.
Each accommodation renewal is presented at the first SAC meeting in the fall semester, in order to be communicated to PEC in order to grant approval of the accommodation for the full academic year, in time for the fall midterm examination.
Pre-clerkship
All accommodations are reviewed for every student for every year of training. Students must contact the Student Affairs Office to initiate the process of renewing their previous accommodation. Some situations are permanent and there tends to be little change between the 2 years of pre-clerkship.
Clerkship
However, students entering clerkship sometimes need different types of accommodation, based on the tasks associated with the clinical setting. The SAO accommodation counsellor will review with each accommodated student whether there have been any changes in functional limitation, in the goal of accommodation and in the accommodation measures that could be of help. Some situations are permanent and there tends to be little change between the 2 years of clerkship.
Student responsibility
Initiate the process
- Initiate de process for a first accommodation request in the MD program of the University of Ottawa as soon as the need arises, preferably within the recommended timeline of 6 weeks;
Meet with a counsellor
- Meet with the accommodation counsellor at the Student Affairs Office;
Documentation
- Provide documentation from appropriate expert opinion, in support of the accommodation requested;
- Understand the process of requesting an accommodation and give appropriate written consent;
Register at Access Service
- Register once at Access Service - SASS University of Ottawa;
- For written examinations, register each exam online with Access Service, respecting the posted deadlines;
Declining an accommodation
- If you wish to decline some or all accommodation measures for one exam, you must confirm in writing by e-mailing the Academic advisor well ahead of the event (exam).
Confidentiality
As for any consultation with SAO services, the student's private information and all documentation are considered completely confidential. The name of the accommodated student will be known to the SAO accommodation team, the Academic Advisor, the representative from SASS-Academic Accommodations, the implementation team at the Faculty of Medicine (for ex. for practical exam, OSCE exam), and the Student Promotion Executive Committee (SPEC)
A student must give written consent that they have read and been explained the process of accommodation in detail before a request for accommodation can be put forward and discussed at the Student Accommodation Committee (SAC).
Following approval from the SAC, only the student’s name, the year of study and the approved accommodations will be sent to the SPEC
Timeframes
It is estimated that the process for a new accommodation for evaluation (exams) can take as long as 6 weeks, particularly for academic accommodations which impact on the medical school curriculum delivery and/or evaluation and must be presented at the monthly Student Promotions Executive Committee (PEC); no accommodation will be granted retroactively by PEC.
Students are encouraged to contact the Student Affairs Office to initiate the process as soon as the need arises, to ensure that their application can be reviewed in time for the event (exam) that they wish to be accommodated for. The first mid-term exam in first year medical school is generally at the end of October. It is suggested to contact Student Affairs Office as soon as possible after a new first year has accepted the University of Ottawa’s MD program offer and has received their admission package. Initial contact can be made over the phone with the Student Accommodation Counsellor.
Forms and other Resources
Forms
- Consent to the disclosure of accommodation requirements
- Request for accommodation: medical certificate
Other Resources
- SFUO (Student Federation at the University of Ottawa) : Centre for Students with Disabilities
Students requiring accommodations for examinations at the Medical Council of Canada can find all relevant information in the section entitled “Special Needs” of their website. Please be aware that the request for accommodation and all supporting documentation must be received at the MCC no later than 3 months prior to the examination in question. Students are responsible for their application; it is not automatic and is not done by the medical school.