OSD Accommodations

Office for Students with Disabilities (OSD) Accommodation Information

Updated 7/31/2020

Students with a documented disability may be eligible for accommodations. The Office for Students with Disabilities (OSD) is responsible for determining reasonable accommodations based on the individual’s current functional limitations. Only students who have been issued an Authorization for Accommodation (AFA) by the OSD are eligible for accommodations. The Data Science OSD Liaison and faculty will work directly with the student to facilitate all exam accommodations for undergraduate courses offered by the Data Science department. 

Students seeking accommodations in any course offered by the Data Science department must follow the steps below. Students are responsible for registering promptly with the OSD. In order to ensure that accommodations are met, students MUST follow the procedures of both the OSD and the Data Science Department.

  1. Students consult with an OSD Disability Specialist quarterly, as soon as course registration occurs, to obtain an Authorization for Accommodation (AFA) letter for each course in which accommodations are needed. Students will utilize an online portal to accept their accommodations, which will send AFA letters to instructors and OSD department liaisons. 
  2. Once an AFA letter is issued for a course offered by the Data Science department, students should connect with their respective course instructor(s) to discuss accommodations as soon as possible.  
  3. During REMOTE Quarters:
    • Since all exams in DSC courses are scheduled remotely during remote quarters, the OSD liaison will not be directly coordinating student’s exams. Instead, instructors will make adjustments to their online exams to meet student accommodations. That said, students can feel free to contact dscstudent@ucsd.edu for any questions with coordination of their remote exams. 
  4. During ON CAMPUS Quarters: 
    • To receive accommodations, students should meet with the Data Science OSD Liaison no later than week 2 of the quarter. If the AFA is issued after week 2, we request that the student brings/sends the AFA to the OSD Liaison within two business days.The student should visit the Undergraduate Student Affairs Office (Atkinson Hall, Room #2010– Second Floor) during their scheduled advising hours. To this meeting with the OSD liaison, the student should bring:
      • A list of all exams in ALL Data Science Courses they are enrolled in. Include the scheduled date, time and location of each exam.
      • Resolutions, worked out between student and instructor(s), to time conflicts, (e.g. limit of one exam per day; overlapping exams).
    • The OSD Liaison will work with the course instructor to make arrangements for the student’s exams. Whenever possible, the exam will be scheduled for the same date and time as the original exam. Students will be notified via the Virtual Advising Center regarding when and where their exam will take place. 

OSD Student Portal Update:

All accommodations will now be accepted by students through an online OSD student portal, which will allow students to send an electronic copy of AFA letters to instructors by email. It is still the student’s responsibility to meet with you, the instructor, to review and discuss the AFA and their accommodations. However, students who have sent electronic copies through the new OSD student portal will not have a printed AFA and, therefore, will not require a signature. 

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Coordination of exam accommodations will differ for REMOTE courses. 

During Remote/Hybrid Quarters:

Instructors will receive all AFA letters electronically through email. Students are still expected to connect with their instructor to confirm accommodations. However, given that rooms on campus do not need to be scheduled, and proctors do not need to be coordinated, the OSD liaison will not need to be part of the coordination process for exams. 

A note on accommodations in remote courses:

  • The wording of some classroom or exam accommodations may not translate well to a remote classroom or exam environment. If that is the case and you are unsure how to provide an accommodation in the remote environment, please email the OSD at osd@ucsd.edu and include the subject line “Questions re: (Current Quarter Current Year) ex. (Fall 2020).” We are also happy to work with the OSD on your behalf to get any clarification. 
  • As a reminder, accommodations that provide for “Extended Test Time” apply to timed online exams, but not take home exams. You will need to manually adjust the time frame in Canvas (or any other system you are using) for timed online exams according to the extended test time detailed in their AFA letter. 

More information about remote accommodations can be found on the OSD’s webpage Information Regarding COVID-19 and OSD Accommodations, and additional resources can be found on their Faculty Resources page. 

During On-Campus Quarters: 

Unless communicated otherwise, the OSD Liaison will make arrangements for the student’s exams, and then contact the instructor with the details. The accommodated exam may:

  1. Be in a separate location from the classroom exam
  2. Start at the same time as the classroom exam or a little later
  3. End at the same time or later than the classroom exam
  4. Include use of a laptop not connected to a network; additional instructions will be provided
  5. Need to be rescheduled to a different day to avoid conflicts with the student’s other classes or exams
  6. Stipulate other requirements as listed on the AFA

Please respond to the OSD Liaison and confirm that you agree to the student’s exam accommodations as soon as possible.

Exam Proctors: 

The OSD Liaison will also request that the instructor asks one of the course TAs to proctor the OSD student’s exam. When a student takes their exam separate from the class, they cannot ask the instructor clarification questions. Providing a course TA for an OSD student’s exam ensures that they are not at a disadvantage compared to their peers. In addition, if any announcements are made to the class during the exam, it is expected that the instructor would have no trouble contacting their course TA so that the OSD student hears the same announcement.

If sending a course TA to proctor an OSD student’s exam would leave an instructor short-handed where the rest of the class is testing, please contact the OSD Liaison. The Data Science Department is now participating in a pilot program through the Academic Integrity Office, through which we can request proctors through the Academic Integrity Office from a centralized, trained pool of undergraduates. For clarification, these students cannot proctor OSD exams but can help make-up for the absence of a course TA who is proctoring an OSD student exam. If you do not have TAs assigned to your course, let the OSD Liaison know right away so that other proctoring arrangements can be made.

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To view the names of students enrolled in your course and their accommodations, visit the MyOSD tool online and log in.

Data Science OSD liaison: dscstudent@ucsd.edu