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Policies & Procedures


Grievance Procedure

The office of Student Accessibility Services (SAS) provides assistance to students with varying degrees and types of disabilities in order to maximize educational opportunity and academic potential. Kent State University affirms this principle of equal access in its equal opportunity policies found in 3342-5-16 and 3342-5-16.1. SAS supports students in their right to file a grievance when he or she believes they have been denied equal access either in the form of eligibility, appropriate and reasonable accommodations, and/or auxiliary aids, or believe they have experienced discriminatory harassment as defined in the University’s nondiscrimination policies, Ohio Revised Code 4112, Sections 501 and 504 of the Rehabilitation Act of 1973, and The Americans with Disabilities Act of 1990. 

SAS encourages students to present his or her complaint by following the four step process outlined below. Note that students are permitted to directly file a complaint with the University’s Office of Equal Opportunity and Affirmative Action (EO/AA), the State of Ohio Civil Rights Commission, or the United States Department of Education, Office of Civil Rights, although the steps outlined below are encouraged as an initial response. Students are also encouraged to review the University’s Policy Register regarding academic and non-academic grievance policies. Students may also contact the Student Ombuds Office to discuss their academic rights under relevant University policies.

Complaints related to a student’s disability should be immediately brought to the attention of SAS staff.  The SAS office will serve as the University’s primary point of contact in initially reviewing student disability related matters.  It is expected that University offices, such as Student Ombuds, SAS, EO/AA and Diversity, Equity and Inclusion (DEI), will consult as appropriate and as necessary.  It is expected that student complaints are addressed in as expeditious manner as possible, understanding that each case requires additional time as set forth in University policies and procedures.

Four Steps to Addressing and Resolving a Complaint:

1.  SAS Accessibility Specialist – Students should present and discuss the complaint with his or her Accessibility Specialist in the SAS office, located in the DeWeese Center. The SAS office recommends that the   student bring their complaint to the SAS representative’s attention as soon as possible so that measures can be taken. The SAS office may consult with the appropriate University personnel depending on the nature and scope of the complaint. The student and the SAS office will engage in an interactive process in order to attempt to resolve the issue. Resolution of the presented issue may be reached at this level. However, if a resolution is not reached students should proceed to the following step.

2.  Director of Student Accessibility Services (SAS) – The student must file a written appeal to the Director of the SAS office or his or her designee within 15 business days following the undesired outcome of step one. The Director of SAS will review the student’s written appeal, which may include consulting with the student, and will respond within 15 business days* following receipt of the written appeal. The following information must be included in the written appeal:

  • A detailed description of the complaint
  • Any supporting documentation for the complaint and/or appeal
  • Outcome summary from step one
  • Resolution sought by student

Resolution of the presented issue may be reached at this level.  However, if a resolution is not reached students should proceed to the following step.

3.  The Office of Equal Opportunity and Affirmative Action – The student should submit a written appeal within 15 business days* following the unsatisfactory outcome of step two to the Office of EOAA. The EO/AA will consult with the student to determine whether informal resolution should be attempted or whether the EO/AA will  implement a Level Two Formal Investigation, and respond within 30  business days* per policy 3342-5-16.1. The following information must be included in the written appeal:

  • A detailed description of the original complaint and appeal
  • Any supporting documentation for the complaint and/or appeal
  • Resolution sought by student
  • The written response from the Director of SAS from step two

Resolution of the presented issue may be reached at this level. However, if a resolution is not reached, the complainant has exhausted the internal University complaint procedures.

4.  Offices for Civil Rights – If resolution was not met by step three, the student may choose to file a complaint with the State of Ohio’s Civil Rights Commission.  Additionally, a student may contact the Ohio Legal Rights Services. The preceding agencies will accept complaints and investigate according to their policies and procedures.   

*Summer session, holidays and inter-semester breaks including Spring Break and Winter Break are not included in the time frame of 15 or 45 business days.

SAS Grievance Procedure Contact Information:

Student Accessibility Services (SAS)
Ground Floor, Rm. 23 DeWeese Center
P.O. Box 5190
Kent, OH 44242
Phone/TDD: (330) 672-3391
http://www.kent.edu/sas

Student Ombuds Office

Enrollment Management and Student Life

2nd Floor, Kent Student Center
P.O. Box 5190
Kent, OH  44242
330-672-4050
http://www.kent.edu/emsa/ombuds.cfm


The Office of Equal Opportunity and Affirmative Action
Human Resources

Terrace Hall Annex
P.O. Box 5190
Kent, OH 44242
Phone: 330-672-2901
http://www.kent.edu/hr/aa/index.cfm


The Division of Equity, Diversity and Inclusion

Executive Office, Rm. 252 Library
P.O. Box 5190
Kent, OH 44242
Phone: 330-672-2442
http://www.kent.edu/diversity/index.cfm


U.S. Department of Education,

Office for Civil Rights

Phone: (312) 886-8434
TDD: (312) 353-2540
Fax: (312)353-4888
http://www.ed.gov/

 
Ohio Civil Rights Commission
The Akron Regional Office

Phone: (330) 643-3100
TDD: (330)643-1488
Fax: (330) 643-3120
http://crc.ohio.gov/akron_office.htm

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KSU Regional Campus Disability Services

If you are taking classes, including web-based sections, and/or transferring to a KSU Regional Campus, you must register with the SAS office at each campus where you are enrolled in order to be eligible for academic accommodations. Please complete the 'Intercampus SAS Documentation Transfer Request' for your documentation to be transferred to the appropriate regional campus disability service provider.

Please contact the coordinator of the corresponding disability services office for further information regarding registration and accommodation procedures. 

Kent State University at Ashtabula           
Carol Jones

3300 Lake Road West                   
Ashtabula, OH 44004                   
Campus Phone: 440-964-4304            
Fax: 440-964-4573                  
E-mail: cjone154@kent.edu

Kent State University at East Liverpool
Danielle Rose-Baker

400 E 4th Street
East Liverpool, OH 43920
Campus Phone: 330-382-7300
Fax: 330-382-7562
E-mail: dbaker13@kent.edu

Kent State University at Geauga
Ben Morrison

14111 Claridon-Troy Rd
Burton, OH 44021
Campus Phone: 440-834-4187
Fax: 440-834-3786
E-mail: bmorri11@kent.edu
               
Kent State University at Salem                
Danielle Rose-Baker

2491 State Route 45 South               
Salem, OH 44460                   
Campus Phone: 330-332-4300               
Fax: 330-332-9256                   
E-mail: dbaker13@kent.edu                   
   
Kent State University at Stark 
Amanda Weyant

6000 Frank Ave NW
North Canton, OH 44720
Campus Phone: 330-244-5047
Fax: 330-244-5059
E-mail: aweyan1@kent.edu
                   
Kent State University at Trumbull
Elaine Shively

4314 Mahoning Ave NW
Warren, OH 44483
Campus Phone: 330-675-5770
Fax: 330-675-8982
E-mail: eshively@kent.edu

Kent State University at Tuscarawas
Rob Brindley

330 University Dr. NE
New Philadelphia, OH 44663
Campus Phone: 330-339-7433
Fax: 330-339-3321
E-mail: rbrindle@kent.edu

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Exam/Quiz Accommodations

Eligibility for exam accommodations for qualified students with disabilities is determined on a case-by-case basis. For further information on registration procedures and documentation guidelines, please visit the  'Steps to Register' and the 'Disability Documentation Guidelines & Forms' section of our website. 

Student Accessibility Services (SAS) utilizes a closed-circuit video monitoring system in addition to SAS proctors in our testing facilities. Video content is only accessible by SAS staff and is stored on a secured server within the SAS office. If you have questions or concerns regarding the use of closed-circuit video monitoring, please contact SAS for assistance. 

Exam/Quiz accommodations may include, but are not limited to:

  • Distraction-reduced environment
  • Extended time
  • Reader and/or Scribe
  • Alternative format (i.e. large print, Braille, etc.)
  • Assistive technology (i.e. CCTV)
  • Use of a computer
  • Assistance completing scantron

Policies and Procedures:

All students utilizing testing services in SAS must adhere to the following:

  • You must schedule your exam/quiz appointment a minimum of 3 business days in advance to ensure adequate accommodations. Failure to adhere to the exam/quiz scheduling policy may result in the inability to take your exam in SAS, having to obtain permission from your professor to reschedule your exam/quiz, and/or waiting until a testing room, exam proctor and/or equipment becomes available. 
  • You are required to take your exam/quiz on the same day and time as your class. Exceptions will only be made with written permission from your professor. 
  • All exam/quiz appointments and/or exam/quiz cancellations within SAS should be completed through SAS Online Services. For additional information about SAS Online Services, please visit the 'SAS Online Services' section of our website.
  • Please be aware that if you do not take your exam/quiz during your scheduled appointment, SAS may return the uncompleted exam/quiz to your professor. 
  • Please make sure to schedule enough time to complete your exam/quiz. The SAS office and testing hours are Monday - Friday 8 a.m. - 5 p.m. All exams/quizzes are collected at 4:45 p.m. during the regular semester and 4:30 p.m. during final exams week. 
  • It is your responsibility to inform your professor that you will be completing your exam/quiz in the SAS office. It is also your responsibility to remind your professor to send the exam/quiz to SAS. 
  • During your exam/quiz, you are only permitted items and materials that your professor has authorized. SAS will verify all items and materials. All other notes, books, bags, purses, cell phones, coats, etc. must be left in the provided space in the SAS office. The SAS proctor and/or SAS Testing Coordinator will immediately collect your exam/quiz if you are observed using unauthorized materials/resources and the incomplete exam/quiz will be returned to your professor with an explanation of your misconduct. 
  • You are not permitted to leave the SAS testing room once you begin your exam/quiz. In case of emergency, SAS will document and inform your professor if leaving the testing room was necessary. 
  • For students utilizing a scribe or a reader for their exam/quiz, please be aware that a scribe will simply write what is dictated to him/her and a reader will read exactly what is written. Clarification of the meaning of vocabulary words and/or exam/quiz questions may require professor permission.
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Note Taking Assistance

Eligibility for the accommodation of note taking assistance for qualified students with disabilities is determined on a case-by-case basis. For further information on registration procedures and documentation guidelines, please visit the 'Steps to Register' and the 'Disability Documentation Guidelines & Forms' section of our website.

Students eligible for the accommodation of note taking assistance through Student Accessibility Services (SAS) receive a supplemental copy of class notes. Notes are provided by a student who is enrolled in the course and who serves as a volunteer note taker. The volunteer note taker is recruited either by the student utilizing the accommodation or with assistance provided by SAS. SAS maintains strict confidentiality in the recruitment process. Students eligible for this accommodation receive the supplemental copy of class notes directly from SAS either by email or by picking up the notes from the SAS office. The use of this accommodation is not a substitute for class attendance and it is expected that you continue to take your own notes during class.

Policies and Procedures:

All students utilizing the accommodation of note-taking assistance must adhere to the following:

  • SAS recommends submitting your note-taking accommodation request in SAS Online Services a minimum of one week prior to the start of the semester in which the accommodation is needed.
  • Please make sure to track the status of your note-taking accommodation request in the 'Note-Taking Services' section of your profile in SAS Online Services. If a note-taker has not been identified within 1-2 weeks of your request, please contact SAS for further assistance. 
  • I understand that the notes I receive are supplementary to my own. 
  • I understand that it is recommended to tape record class lectures, if applicable, in addition to taking my own notes during class. 
  • I will update my note-taking accommodation request in SAS Online Services if I change my class schedule. 
  • I will contact SAS immediately if I have complaints, questions or concerns about the notes I receive. 
  • I understand that it is my responsibility to contact SAS if I am not receiving notes for the class(es) in which I have requested the accommodation of note-taking assistance. 
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Interpreting and Captioning Services

Eligibility for interpreting and captioning services for qualified students with disabilities is determined on a case-by-case basis. For further information on registration procedures and documentation guidelines, please visit the 'Steps to Register' and the 'Disability Documentation Guidelines & Forms' section of our website.

Interpreting Service Policies and Procedures:

Interpreting services are provided at no cost to students who qualify under the Americans with Disabilities Act. The Student Accessibility Services (SAS) Office and all students using interpreting services will work to maximize the benefit of this service. Staff & adjunct interpreters are located in the DeWeese Health Center room 205.

Requesting Interpreters:  Schedule your classes during priority registration and email accessterpsksu@gmail.com with your course schedule. If you add or drop a class, email accessterps@gmail.com immediately.

Interpreting outside the classroom:  If you need an interpreter for academic reasons such as group meetings, advising, presentations, and/or extra credit opportunities, please email your request to accessterpsksu@gmail.com. It is your responsibility to request services a minimum five business days in advance. If you plan to attend an extracurricular event on campus that is not required by class, please contact the organization hosting the event and advise them to contact SASi for accommodations. 

Wait time for interpreters:  We encourage students and interpreters to exchange contact information, and we encourage students to notify interpreters and CC: accessterpsksu@gmail.com if you are late or not attending. Interpreters will wait fifteen minutes for you to show-up.

Internships:  The University views internships and field work placements in the same light as regularly scheduled courses at Kent State. All responsibilities and policies regarding use of services (i.e. interpreting and speech-to-text services) remain in effect for all students who earn course credit in field placement and internship programs. These placement situations require prior notification and requests for an ongoing interpreter. SASi strives to  provide consistent interpreters for ongoing internships or field work placements, however advance notice in essential for this to be successful.

Evaluations:  Interpreter evaluations are emailed each semester. Complete the feedback form and if you have any questions or concerns please direct them to SASi.

If you have any questions or concerns regarding transcribing services, please contact Shannon Cowling at scowlin1@kent.edu

Real-Time Captioning Service Policies and Procedures:

TypeWell and CART (Communication Access Real-time Translation) are systems for transcribing speech to text and are the two most common transcribing services provided by Student Accessibility Services (SAS) for eligible D/deaf or hard of hearing students registered with SAS. The transcribing service and required equipment is provided by SAS at no cost to the eligible student.

The most common use of transcribing services is to provide real-time communication access in the classroom environment. However, transcribing services are also available for additional academic related needs (i.e. extra credit opportunities for a class or academic advising appointments). Both TypeWell and CART transcribing services have their own method of transcription through either a notebook computer or a stenotype.  The transcribing provider will accurately transcribe the class lecture or other academic related event. The transcribed text is sent wirelessly to the student’s notebook computer in real-time. The student is then able to read the transcript of the class or event from the notebook computer, allowing for immediate communication access. The student will also receive an edited transcript by email within twenty four to forty eight hours of the class or event. 

Every effort is made to verify that all audio/visual media, including but not limited to all DVD/VHS, narrated Power Points and YouTube.com clips, used in the classroom or provided through web-based classes are provided with Closed Captioning. The student should contact the SAS office for assistance if audio/visual media is shown in the classroom or through web-based classes without Closed Captions. 

All requests and cancellations must adhere to the following policies:

  • All requests for classroom transcribing services should be received no later than three weeks after Priority Registration for the semester in which you will begin the class.
  • If you change your class schedule by dropping or adding a class, notification of the change should be received within two business days.
  • Requests for captioning services for class requirements offered outside of the regularly scheduled class time (i.e. extra credit opportunities for a class) should be received a minimum of five business days in advance. 
  • Captioning services for non-class related extracurricular events on the Kent Campus should be requested directly to the organization hosting the event. 
  • It is expected that you arrive promptly to your class or event in which you have requested captioning services. Captionists will wait fifteen minutes after the class or event has begun for the you to arrive. If you have not arrived within the fifteen minutes, the captioning service will not be provided (exceptions may be made for students who contact the captioning provider or Shannon Cowling with advance notice). 

Please direct all transcribing service requests and cancellations to Shannon Cowling at scowlin1@kent.edu.

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Alternative Format Materials

Eligibility for alternative format of print materials for qualified students with disabilities is determined on a case-by-case basis. For further information on registration procedures and documentation guidelines, please visit the 'Steps to Register' and the 'Disability Documentation Guidelines & Forms' section of our website. 

Required course materials, such as the textbook, handouts and/or articles, may be provided in one of the following formats:

  • Electronic text (E-text)
  • Large print
  • Audio
  • Braille

Policies and Procedures:

All students utilizing the accommodation of alternative format materials must adhere to the following:

  • You must submit a request through SAS Online Services for your alternative format material needs each semester.  Requests should be submitted a minimum of four weeks prior to the start of the semester. 
  • It is your responsibility to notify SAS of any changes you make to your course schedule, such as adding or dropping courses and/or changing course sections, involving courses in which you have requested alternative format materials. 
  • If you are requesting E-text, you must provide proof of purchase, such as a receipt or invoice, to SAS prior to receiving your materials per copyright law. 
  • It is your responsibility to provide your syllabus to SAS for any course in which you have requested alternative format materials.
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Modification of the Class Attendance Policy

Students are expected to adhere to the class attendance policy established by the instructor for each course. However, due to the episodic nature of some disabilities, a student may not be able to fulfill the requirements of the attendance policy for disability-related reasons. Student Accessibility Services (SAS) has established the following procedure for consideration of the modification of the class attendance policy:

1. Eligibility for modification of the class attendance policy for qualified students with disabilities is determined through an interactive, case-by-case approach. For further information on how students register for services, SAS’ procedures, and documentation guidelines, please visit the 'Steps to Register' and the 'Disability Documentation Guidelines and Forms' section of our website.

2. The student is required to meet with an Accessibility Specialist in SAS to request consideration of this accommodation before, or as close as possible to the start of each semester in which the accommodation is requested; requests will be considered for each class individually. Disability-related documentation, which addresses the student’s current condition, may be requested at this time. Documentation should indicate why absence from class is the recommended accommodation and the possible extent of those absences. 

3. The Accessibility Specialist will evaluate the request and the documentation provided to determine whether a modification of the class attendance policy is an appropriate accommodation. This evaluation may include a review of the nature of the course, as outlined in Number 4 below.  

a. If the Accessibility Specialist determines that the request is not an appropriate accommodation, the student will be notified by SAS through university email within seven (7) business days of the request. SAS will contact the student if additional time is required. The student should schedule a follow up appointment with the Accessibility Specialist to discuss other accommodation options.

b. If the Accessibility Specialist determines that the request is an appropriate accommodation, the instructor for each course in which the student requests the accommodation will be contacted by SAS through university email. This communication will be shared with the student as well. Please note that absences for non-disability related reasons will not be excused by the modification. If, at any time, the instructor has concerns regarding the student's absences and/or the impact of the absences on the integrity of the curriculum or learning objectives for the course, the instructor should contact SAS as soon as possible. 

4. It is important to note that depending on the nature of the course, a modification to the attendance policy may not be an appropriate accommodation, as accommodations cannot impinge upon the intrinsic nature of a course or program. SAS will determine the appropriateness of modifying the attendance policy through consultation with the instructor, department chairperson and/or dean, and careful consideration of course elements, including, but not limited to: course description, syllabus statement regarding class attendance, method of grading, whether student participation is an essential method for learning, external licensure requirements, and the impact on the education experience of other students resulting from non-attendance. If a modification to the attendance policy is not appropriate for a specific course, the student should schedule an appointment with the Accessibility Specialist to discuss other possible accommodation options.

5. The student is also responsible for the following:

a.The student should review the Administrative Policy Regarding Class Attendance and Class Absence (3 -01.2). 

b.The student should contact the instructor, as close to the beginning of the semester as possible, to discuss this modification.

c.The student should notify the instructor of any disability-related absence. It is best to notify the instructor prior to the class in which the student will be absent for disability-related reasons; however, prior notification is not always possible. In this instance, the student should notify the instructor of the disability-related absence as soon as possible.

d.The student is responsible for meeting all of the academic course requirements, including completing all missed assignments and examinations in a timely manner, as well as obtaining the materials and notes from the missed class.

e.The student should contact SAS to address questions or concerns. 

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Housing Accommodations

Student Accessibility Services (SAS) works collaboratively with the Department of Residence Services to provide housing accommodations to qualified students with disabilities. There are a variety of accessible housing options in the residence halls, including single rooms, air-conditioning, roll-in showers, and various bathroom configurations. For further information and residence hall room diagrams and floor plans, please visit the Residence Services website.

Eligibility for housing accommodations for qualified students with disabilities is determined on a case-by-case basis. For further information on registration procedures and documentation guidelines, please visit the 'Steps to Register' and the 'Disability Documentation Guidelines & Forms' section of our website. Please address any housing related needs and concerns during your Intake Appointment with an Accessibility Specialist in SAS.

*Please note:  If you are an incoming student, or if this will be your first time applying for on-campus housing, we strongly encourage you to complete your registration with SAS and apply for your disability-related housing needs by the end of the second week in June. Housing assignments for new students begin July 1st and priority will be given to those who complete the registration and application process by the end of June. 

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Food Allergies & Other Dietary Needs

Kent State University is committed to providing options for students with food allergies and other dietary needs in all campus dining halls and food eateries. Eligibility for dining modification plans for qualified students with disabilities is determined on a case-by-case basis.  For further information on registration procedures and documentation guidelines, please visit the 'Steps to Register' and the 'Disability Documentation Guidelines & Forms' section of our website. Please address any dietary related needs and concerns during your Intake Appointment with an Accessibility Specialist in SAS. The Accessibility Specialist will help students work with Dining Services to access reasonable dietary modification needs.  Students are strongly encouraged to complete this process as soon as possible to ensure timely provision of any SAS-approved dietary modification plan.  For more information on dining at Kent State University including dining locations, today’s menus and nutrition information, visit:  www.kentstatedining.com