Academic Accommodation Renewal Request Form

The Office of Accessibility Services ensures equal access to academic programs for students with documented disabilities. To be eligible for accommodations under the ADA and Section 504, students must provide current documentation of a disability that substantially limits one or more major life activities. Requests should be submitted as early as possible to allow for full consideration and timely implementation.

Submission Requirements

To renew academic accommodations, students must submit:

1. A completed Academic Accommodation Renewal Request Form
   Note: Updated healthcare provider documentation may be required if requesting new accommodations or if current documentation is no longer valid.

To ensure timely review and implementation, students are encouraged to submit requests by the following dates:

Fall – August 1 | Spring – January 5 | Summer – Two weeks before the start of the term

Note: Academic accommodation requests are not retroactive, and requests after the semester midpoint require documentation of extenuating circumstances.

REVIEW

After documentation is submitted, the Director of Accessibility Services will review the request and may consult the Accessibility Services Committee as needed to determine eligibility. Students will be notified of the decision or any follow-up actions within 10 business days via their MHU email.

NEXT STEPS

Students approved for continued classroom accommodations must request a new copy of their Academic Accommodation Plan (AAP) each semester. If the student is requesting any changes to their accommodations, a meeting with the Director of Accessibility Services is required. Unless otherwise arranged, students are responsible for providing their updated AAP to instructors, coaches, or other relevant university personnel.

Information provided to the OAS is maintained in a confidential manner as outlined in the Family Rights and Privacy Act (FERPA) of 1974. Disability-related records are maintained separately from academic files and are excluded from free access under FERPA. Disability information is shared only on a limited basis within the University only when there is compelling need to communicate specific information with MHU faculty and staff in order to achieve implementation of reasonable accommodations.

DOCUMENTATION REQUIREMENTS FOR RENEWAL
Returning students do not need to resubmit full documentation unless:
• You are requesting new or additional accommodations
• Your documentation has expired based on program-specific requirements (e.g., nursing, education)
• The Director of Accessibility Services requests updated records.

If needed, you may attach updated documentation along with your renewal form or wait for follow-up from the Director if additional information is needed.

CONFIDENTIALITY AND CONSENT STATEMENT
*By signing below, I confirm that the information is accurate. I authorize the Office of Accessibility Services at Mars Hill University to share information with faculty or staff who have a legitimate need to implement my approved accommodations.

*All documentation and records provided will be maintained in accordance with the Family Educational Rights and Privacy Act (FERPA) of 1974 and are stored separately from academic files.

In accordance with the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act, Mars Hill University provides reasonable accommodations to students with documented disabilities that substantially limit one or more major life activities.

To support this request, students must submit disability documentation from a licensed provider, either by completing the Healthcare Provider Verification Form or by submitting a signed letter on official letterhead that clearly addresses all of the following:

1. Provider Information: Signature, printed name, title, credentials, and contact info
2. Evaluation Date: The date of the most recent evaluation
3. Treatment History: How long and how often the student has been seen for care
4. Diagnosis: Clear diagnostic statement
5. Methodology: Description of diagnostic methods used
6. Functional Limitations: How the condition impacts academics/learning
7. Accommodation Recommendation: Specific accommodations requested
8. Justification: How accommodations will reduce disability-related barriers
9. Level of Need: Importance and anticipated impact if not provided

ELIGIBLE HEALTHCARE PROVIDERS

Documentation must come from a licensed clinical professional with direct, current knowledge of the student’s condition and ongoing involvement in their care. One-time evaluations or brief consultations are not sufficient.

Acceptable providers may include:

• Physicians (M.D. or D.O.)
• Licensed Clinical Psychologists
• Licensed Clinical Social Workers (LCSW)
  Licensed Clinical Mental Health Counselors (LPC, LCMHC)
• Psychiatrists or Psychiatric Nurse Practitioners
• Other licensed medical or mental health professionals qualified to diagnose and treat the condition

Note: Providers must not be related to the student.

ADDITIONAL DOCUMENTATION GUIDELINES

• Documentation must be current and comprehensive, depending on the condition.
• Students in professional programs may need documentation within 3 years of a related exam.
• MHU does not cover the costs of evaluations.
• Documentation should support the request and not fundamentally alter course standards.
• IEPs/504 Plans may be submitted as supplemental but are not sufficient on their own.
• Prescription pad notes or student-written statements signed by providers are not accepted.
• Completed forms or letters on official letterhead can be directly submitted to the Director of Accessibility Services.