Welcome to P&HCC’s Accessibility & Accommodation Services

Step 1: Apply to P&HCC & File for Financial Aid

1. Begin by applying for admission to Patrick & Henry Community College.
2. Please apply for financial aid, regardless of your financial situation. a. If you need assistance completing the FAFSA, please contact our Financial Aid office.

Step 2: Meet With an Advisor and Register for Classes

Advisors are available to assist you with the enrollment process in the Walker Building. For more information, please visit the Advising page.

Step 3: Connect with Accessibility & Accommodations Services
A. Complete the New Student Intake Form

•  If you have questions while completing the intake form, please contact Accessibility & Accommodations Services at accessibility@patrickhenry.edu.

B. Provide Documentation

•  In accordance with federal law, a student requesting accommodations must provide acceptable documentation of their disability to Accessibility & Accommodation Services. Documentation must be from a qualified professional and should outline how your disability impacts access to academic programs or services.
• You may upload documentation using DropSecure, US mail, or deliver this documentation to our office. If submitting the documentation outside of DropSecure, please provide your contact information with the documentation submitted to our office. For more information, please refer to our Documentation Guidelines.

C. Meet with the Accessibility Specialist

• After completing the new student intake form and submitting documentation, please contact Accessibility & Accommodation Services to schedule an intake appointment. Accommodations and/or services cannot be reviewed, approved, or denied until you meet with our office.

Patrick & Henry Community College (P&HCC) is committed to creating an accessible, inclusive learning environment for all students. Disability documentation helps us understand each student’s unique situation and determine reasonable accommodations to ensure equal access to courses, services, and activities.

These guidelines explain what information is helpful when submitting documentation to our office. If you have questions or need help gathering documentation, please contact our office.

Students can self-disclose their disability to any P&HCC faculty or staff member or contact the Accessibility Specialist. Faculty and staff should refer students to Accessibility & Accommodation Services if a disability is disclosed to maintain confidentiality and ensure correct procedures are followed.

Students must meet with the Accessibility Specialist before the beginning of each semester to ensure timely documentation. Accommodations do not automatically carry over each semester, and instructors will not provide accommodations until they receive notification from the Accessibility Specialist.

Definitions

Disability
A physical or mental condition that significantly impacts one or more major life activities, such as learning, reading, concentrating, thinking, communicating, seeing, hearing, walking, breathing, or caring for oneself.

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Major Life Activities
Everyday activities that may be affected by a disability, including but not limited to:
· Self-care.
· Performing manual tasks.
· Walking, standing, sitting.
· Sleeping, eating.
· Seeing, hearing, speaking.
· Breathing, lifting, bending.
· Learning, reading, concentrating, thinking.
· Communicating and interacting with others.
· Working.

General Guidelines for Documentation

We understand that documentation can look different depending on your situation. We aim to work with you collaboratively to determine accommodations based on your experiences, needs, and any documentation you can provide.

While documentation requirements may vary by disability type, helpful documentation often includes:

1. Evaluator Information
· Name, title, and professional credentials.
· Licensing or certification details.
· Area of specialization.
· Place of employment.

2. Clear Diagnosis and Date
· The specific diagnosis and date of diagnosis.
· Diagnoses should be consistent with recognized standards, such as the DSM-5 or ICD codes, when relevant.

3. Description of Functional Impact
· How your disability affects daily life or academic activities.
· Specific limitations in areas such as learning, attention, communication, mobility, or sensory functions.

4. Assessment Methods (If Applicable)
· Tests, procedures, or observations used to make the diagnosis.
· Summary of results, including scores if relevant.

5. Current Treatment or Services
· Any ongoing treatment, medications, assistive devices, or services.
· Note any side effects that might affect learning or participation.

6. Expected Duration or Stability
· Whether the condition is temporary, permanent, fluctuating, or progressive.
· Recommendation for updates to documentation, if applicable.

7. Recommended Accommodations
· Suggestions for specific accommodations or services.
· Explanation of how these accommodations relate to the functional impact of the disability.

8. History of Prior Accommodations
· Information about accommodations previously used, if any.
· If no accommodations were used in the past, an explanation of why they are now needed is helpful.

How to Provide Documentation

1. Upload documentation securely through DropSecure.
2. Provide copies to the Accessibility Specialist by scheduling an intake appointment.
3. US Mail

The Americans with Disabilities Act of 1990 (ADA), the ADA Amendment Act of 2008 (ADAAA), and Section 504 of the Rehabilitation Act of 1973 protect from illegal discrimination for qualified individuals with disabilities. Patrick & Henry Community College will provide appropriate accommodations to eligible students with documented disabilities. These disabilities include, but are not limited to, physical, psychological, or learning diagnoses. Questions or concerns regarding accommodations and their impact on the essential nature of the classroom should be directed to the Accessibility Specialist.

Accommodations in college can be quite different from accommodations you might have used in high school. Please review the Transitioning from High School to College page for more information.

Accommodations

The information listed below provides general guidelines, explanations, and information for the most common accommodations provided by P&HCC.

Note: This is not an exhaustive list of accommodations since each case is evaluated individually.

Extended Testing Time
Students approved for extended time may receive time-and-a-half (1.5x) or double time (2x) on quizzes and tests, as indicated on their Faculty Accommodation Form. Untimed testing is not available.

Assistive Technology
Assistive technology may include screen readers, speech-to-text software, audio recording tools, magnifiers, or captioning services. These tools help students access course content and participate more fully. Approved technology is determined during the intake appointment and may vary by class format. Training is available if needed.

Alternate Testing Location
Students who cannot focus during testing in large groups could be approved for an alternate testing location accommodation. Students with this accommodation can take tests in the Testing Center located in the LRC. Students are held to the same standard regarding due dates for assessments as their peers. Students should request testing appointments in advance and are responsible for coordinating with the Testing Center.

Notetaking Support
Students who have difficulty taking notes due to a disability may receive notetaking support through technology (like speech-to-text or recordings) or peer support when available. This accommodation supplements, but does not replace, class attendance or participation.

Services

While P&HCC is committed to providing equal access and reasonable accommodations in accordance with Section 504 of the Rehabilitation Act and the Americans with Disabilities Act (ADA, P&HCC is not required to provide the following services:

Personal Attendant/Assistant
Students who require a Personal Attendant or Personal Assistant are responsible for hiring, training, scheduling, and funding this support independently. P&HCC does not coordinate or pay for these services. Arrangements should be made before the start of each semester.

Parking
Accessible parking spaces are available at P&HCC. Please contact the Department of Motor Vehicles to obtain a permit. Students are responsible for obtaining a DMV-issued accessible parking permit to utilize these spaces.

Individually Prescribed Devices
Individually prescribed devices are the responsibility of the student who has a disability. P&HCC does not supply devices that are individually prescribed or used primarily for personal use. This includes but is not limited to wheelchairs, hearing aids, glasses, assistive technology used at home or outside of the academic environment.

Transportation
P&HCC is not responsible for providing transportation to and from campus to students with disabilities. For information regarding the Piedmont Area Regional Transit (PART) system, please view their webpage for contact RADAR at (800) 964-5707.

Tutoring Beyond What is Offered to All Students
While tutoring services are available at P&HCC, students with disabilities are not entitled to individualized or specialized tutoring beyond what is provided to the general student population.

Modifications That Lower Essential Program Requirements
P&HCC is not required to make modifications that would alter the fundamental nature of a program or course, lower academic standards, or eliminate essential requirements of a degree or certificate.

Your Rights in College

At Patrick & Henry Community College, you have important rights under federal laws like Title II of the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act. These laws protect you from discrimination and ensure an equal opportunity to succeed in college.

Your Rights Include:

· Equal Access to Education
You have the right to participate in all programs, services, and activities offered by P&HCC.

· Reasonable Accommodations
You have the right to receive adjustments or services that help remove barriers caused by your disability.

· Confidentiality
Information is stored securely and only shared as needed to coordinate accommodations.

· Freedom from Discrimination
You cannot be denied admission, excluded from programs, or mistreated because of your disability.

· An Interactive Process
You have the right to talk with the Accessibility Specialist to request appropriate accommodations for your specific needs.

· A Grievance Process
If you believe your rights have been violated or you’re not receiving your accommodations, you have the right to file a complaint through our grievance process.

For further information regarding your rights and responsibilities, please refer to the U.S. Department of Education’s outline of Higher Education’s Obligations Under Section 504 and Title II of the ADA.

What Colleges Are Not Required to Do:

While you have strong rights, there are limits. Colleges are not required to:
· Change the essential nature of a course or program
· Lower academic standards
· Provide personal aides, private tutoring, or devices for personal use
· Excuse poor academic performance unrelated to disability barriers

Your Responsibilities as a College Student

While P&HCC is committed to supporting you, the laws also give you more responsibility than you had in high school. You play an active role in securing your accommodations.

Your Responsibilities Include:
· Self-Disclosure
Unlike in high school, no one will automatically know about your disability. It’s up to you to tell the Accessibility & Accommodations Services team if you want to request accommodations.
· Provide Documentation
You’ll need to submit documentation that explains how your disability affects you. We’ll help guide you if you’re unsure what’s required.
· Request Accommodations
Each Semester Accommodations are not automatic. You must meet with Accessibility & Accommodation Services every semester to renew or adjust your class accommodations.
· Communicate with Instructors
Once you receive your Faculty Accommodations Form, you are responsible for giving it to your instructors and discussing how your accommodations will work in each class.
· Advocate for Yourself
Learn to explain your needs clearly and professionally. Practicing self-advocacy helps ensure you receive the support you deserve.
· Follow College Policies
You must meet the same academic standards, codes of conduct, and attendance requirements as other students, with reasonable accommodations as needed.
· Seek Help Early
If you’re struggling, don’t wait! Contact Accessibility & Accommodation Services immediately. We’re here to help find solutions before issues affect your grades or progress.

How to Prepare

· Learn About Your Disability
Understand how your disability affects you and what supports you in succeeding.
· Gather Documentation
Collect recent evaluations, IEPs, 504 Plans, or medical records. These help us determine accommodations.
· Practice Self-Advocacy
Get comfortable explaining your needs to adults outside your family.
· Understand Technology
If you use assistive technology, ensure you’re comfortable using it independently.
· Visit Our Office Early
Contact Accessibility & Accommodation Services before classes start to discuss accommodations.

How Disability Services Change from High School to College

College is a fresh start, and some things work differently than in high school. Learn how disability support changes, how to prepare, and how Patrick & Henry Community College can help you succeed.

• High School
  a. The school identifies students with disabilities.
  b. Services are often initiated by parents or staff.
  c. IEP or 504 Plans required and followed.
  d. Schools modify their curriculum if needed.
  e. Services are often free and guaranteed.
• College
  a. Students must self-disclose their disability.
  b. Students initiate requests for accommodations.
  c. Colleges do not implement IEP’s or 504 Plans but may use them as documentation to determine reasonable accommodations.
  d. Colleges don’t modify curriculum, but provide equal access.
  e. Services are available if requested, approved, and documented.

Other Resources

The websites below offer a variety of resources for students with disabilities who are transitioning from high school to college.
· Secondary Transition Services for Students with Disabilities | Virginia Department of Education
· Students with Disabilities Preparing for Postsecondary Education | U.S. Department of Education

Students with disabilities who believe they are the subject of discrimination should review the following grievance procedure. If, after reading the assurances listed below, the students believes that discrimination has occurred, the student is entitled to pursue a formal written grievance.

Retaliation against anyone who files a complaint or participates in the grievance process is prohibited.

• All qualified students with disabilities are eligible for reasonable modifications of P&HCC’s academic requirements as necessary to accommodate their disability.  
• Alternate testing and evaluation methods for measuring student achievement may be arranged for students with impaired sensory, manual, or speaking skills (except where these are the skills being measured).  
• Auxiliary aids and services will be provided to students when reasonably necessary to ensure that such students are not denied the benefits of, or excluded from participation in, P&HCC’s programs and activities. 
• No limitations will be placed on the number of students with disabilities admitted to the college.  
• Pre-admission inquiries about whether an applicant is disabled are prohibited.  
• No student will be excluded from any courses or curriculum of study solely based on a disability, provided the student can perform the essential functions of the course or curriculum with reasonable accommodation.  
• P&HCC will not counsel students with known disabilities toward more restrictive careers than non-disabled students; nevertheless, P&HCC shall provide information about licensing and certification requirements that may present obstacles to persons with disabilities in their pursuit of their careers.  
• P&HCC will provide parking facilities for people with disabilities located on the shortest possible accessible circulation route to an accessible entrance of each building.   

Formalizing a Grievance & Review of the Grievance by the Accessibility Specialist

For the purposes of this policy, a grievance is a formal, written allegation by a student alleging unlawful treatment, based upon the student’s known disability, concerning the application of laws, rules, policies, procedures, or regulations under which the College operates.  This grievance procedure complies with federal regulations and guidance from Section 504 of the Rehabilitation Act of 1973, Title II of the Americans with Disabilities Act, and the U.S. Department of Education Office for Civil Rights requiring colleges to provide a process for addressing disability-related complaints. Any student who believes that they have been discriminated against based on their disability status or denied access to or reasonable accommodations may make a complaint under this procedure.  Students may make a complaint about, including but not limited to, any of the following:  

• A requested service or accommodation, including appeals of determinations regarding accommodations.
• Inaccessibility of a college program or activity.
• Access to a service animal.
• Harassment based on disability in violation of college policy.
• Retaliation.
• Any other alleged college violation of the ADA or the Rehabilitation Act.

To initiate a formal grievance regarding any of these items, the student should follow the procedures outlined below:

1. The student shall report the nature of the grievance and the details of the alleged violation to the Accessibility Specialist using the Student Grievance Form (ADA/504). If the Accessibility Specialist is the subject of the grievance, the grievance review outlined in steps 2 through 5 will be managed by the college’s Dean of Student Services.
2. The Accessibility Specialist will review the grievance, acknowledging receipt in writing within five (5) business days of receiving the grievance.  The Accessibility Specialist will arrange a meeting with the student to discuss the alleged violation(s) within one calendar week of receipt of the written grievance.  
3. The meeting between the student and the Accessibility Specialist will consist of a review of the alleged violation(s), per the Americans with Disabilities Act of 1990 (ADA), the ADA Amendment Act of 2008 (ADAAA) and Section 504 of the Rehabilitation Act of 1973, and any other pertinent information relevant to the grievance.
4. After the meeting, the Accessibility Specialist will determine the validity of the alleged violation(s).  The Accessibility Specialist will advise appropriate actions in writing to the student and other college officials involved in the matter no later than ten (10) business days after the initial meeting with the student.  
5. The College will respond to the actions recommended by the Accessibility Specialist within ten (10) business days of receipt of the recommended actions.  The Accessibility Specialist will then arrange a meeting with the student to review the College’s response and any actions implemented in response to the grievance. The Accessibility Specialist shall then issue a written decision on the grievance. 

Appealing the Resolution of the Grievance Provided by the Accessibility Specialist

If the grievance cannot be satisfactorily resolved following the abovementioned procedures, the student may appeal the written decision of the Accessibility Specialist within five (5) business days of the decision by submitting an Appeal of Grievance Resolution Form
(ADA/504). Should the student choose not to exercise the right to appeal, the matter will be considered resolved. 

Appeals of the decision of the Accessibility Specialist (or Dean of Student Services) will be submitted to the Dean of Student Services, unless the decision was rendered by the Dean of Student Services, in which case the decision shall be appealed to the Vice President of Instruction & Student Success Services.  Upon receipt of an appeal, the Dean of Student Services will review the alleged violations, including the information compiled during the initial review conducted by the Accessibility Specialist, and the written decision of the Accessibility Specialist.  Following this review, the Dean of Student Services will provide written notification to the student of the outcome of the appeal.  

Final Resolution of the Grievance

If the student remains dissatisfied with the decision by the Dean of Student Affairs, the student may submit a final Appeal of Grievance Resolution Form (ADA/504) for review by the Vice President of Instruction & Student Success Services. This final appeal must be remitted within five (5) business days of the date of the written decision of the Dean of Student Services. Should the student choose not to exercise this final right to appeal, the matter will be considered resolved.
In all cases, the decision of the Vice President of Instruction & Student Success Services is final.
If a student has exhausted all available procedures established by Patrick & Henry Community College and did not receive a satisfactory resolution, they may contact the State Council for Higher Education of Virginia as a last resort in the grievance process.
Inquiries related to allegations of discrimination may also be made externally to the U.S. Department of Education’s Office of Civil Rights (OCR).

Students and Parents

Who is eligible for services through Accessibility & Accommodation Services at P&HCC?
Any student with a documented physical or mental impairment that substantially limits one or more major life activities (such as learning, reading, concentrating, seeing, hearing, etc.) may qualify for services and accommodations under Section 504 of the Rehabilitation Act and the Americans with Disabilities Act (ADA).

When should I request accommodations?
As early as possible! Some accommodations take time to arrange. However, you can request accommodations at any point during the semester. Just ensure you don’t wait until you are falling behind or struggling in a course to make your request.

Is my disability information confidential?
Yes. All disability-related information is confidential and kept separate from your academic records. It is only shared with faculty or staff on a need-to-know basis, with your consent or as required by law.

Do accommodations change the academic standards or requirements of a class?
No. Accommodations are designed to provide equal access, not to lower academic standards or fundamentally change course requirements.

Do I have to request accommodations every semester?
Yes. You must meet with the Accessibility Specialist each semester to arrange accommodations for your current classes. Accommodations do not automatically carry over.

Can my parents request accommodations for me?
No. In college, students are responsible for self-disclosing their disability and requesting accommodations. However, parents are welcome to support students if the student consents.

Faculty & Staff

What should faculty do if a student requests accommodations?
Faculty should refer the student to the Accessibility Specialist unless the student presents an official Faculty Accommodations Form. Faculty should not provide accommodations without this documentation.

Are accommodations retroactive?
No. Accommodations apply from the date you present your Faculty Accommodations Form to your instructors. They cannot be applied to earlier coursework or exams.

Other Questions

Will I be charged extra for accommodations?
No. P&HCC does not charge students for approved accommodations.

What is the process for requesting assistive technology?
Students should schedule a time to meet with the Accessibility Specialist to discuss options for assistive technology.