This is the third year Cal instructors can go online to retrieve letters of accommodation for their students with disabilities.

Letters of accommodation describe modifications in instructional methods which students with disabilities need in order to avoid being severely disadvantaged.

When a Disability Specialist at the Disabled Students' Program (DSP) determines that a student has a disability-related need for modifications (generally known as "accommodations") in a particular course, the Specialist describes the accommodations in a letter to the instructor of that course.

Before last year, letters of accommodation were printed out and given to students, who were responsible for delivering them to their instructors. The new automated system permits instructors to obtain letters more quickly, giving them additional time to make any necessary preparations. The earlier notice will also prompt instructors and students to meet for a timely discussion of ways to improve the student's educational experience in the class.

Under the new system, DSP students go online to request their letters. When a letter is approved and completed by the student's disability specialist an email message is automatically sent to the instructor alerting them to the presence of an accommodation letter(s) in their portal. Clicking a link in the e-mail message takes instructors to DSP's website and its "Faculty/Proxy" portal.

The portal is secure, so faculty must have CalNet authorization to access it. Instructors can visit http://calnet.berkeley.edu to obtain CalNet identification.

In addition to describing accommodations which a particular student needs, the Faculty/Proxy portal permits instructors to review accommodation letters for all students with disabilities enrolled in their courses; to review names of assigned notetakers for each student; and to read suggestions about additional ways of helping students.

The instructor can designate "proxies," GSI's or others who may need to see the portal's information in order to provide accommodations for students. Once designated, proxies have access to all the same information as the instructors for whom they are working.

For instructors without email, DSP will mail hard copies of accommodation letters to the instructor's department.

Though students no longer have to hand-deliver letters, students are still responsible to meet with instructors early in the term, to discuss their disability-related academic needs. It is important for students to build a relationship with their instructors early, so they can work together to make sure educational goals are met. Students who wish to hand-deliver letters may still do so. Once a student's letters have been approved by the student's DSP specialist, the student may print them out from their DSP portal and personally give them to the instructor. Should you have any questions or concerns please see your disability specialist.

Reduced Course Load letters will still be paper generated and submitted by the student to the appropriate dean.

DSP's manual "Teaching Students with Disabilities" is available on our website. The manual contains a discussion of the accommodation letter process, as well as suggestions on teaching students with various kinds of disabilities. Also at the DSP website is a "Frequently Asked Questions" section for instructors.