Reasonable modification of deadlines and attendance may be appropriate for students with disabilities that have brief, periodic flare-ups resulting in interruptions that can legitimately interfere with course activities on occasion. These accommodations are intended to provide limited flexibility to the course syllabus attendance and assignments policies to allow for alternative opportunities within reason.
Accommodations related to flexibility with attendance or assignments can seem complex. After all, attending class and completing coursework is an important part of being a student at UVA and engaging in the academic community.
These accommodations are NOT designed to support a substantial number of missed classes, lengthy assignment extensions or lengthy delays in performing essential components of a course such as exams. Frequent use of these accommodations are contrary to their intent and students should be encouraged to reach out to SDAC to explore other options. Examples of other accommodations could be dropping or withdrawing from a course, taking a reduced courseload, or requesting an Incomplete grade. Reasonable modification of deadline and attendance accommodations do not apply to absences or extensions for other reasons, such as normal illness, family emergencies, planned vacations, interviews, etc.
These accommodations do not mean that the student is able to miss as many classes as they want or have unlimited flexibility with assignment deadlines. Students are still responsible for completing all coursework. These accommodations are not intended to be used every week, for every assignment, or every exam.
The General Reasonable Modification Plan:
The following is the default for reasonable flexibility with attendance and assignments. However, if a specific course or student’s situation requires adjustment to the below, this will need to be specifically designated and agreed upon by both the student, professor, and SDAC. To initiate this process, either party can complete the Individualized Reasonable Modification Plan.
Reasonable Modification of Course Attendance
SDAC generally considers the following allotment of absences reasonable for a standard 16-week course; the recommendations below are in total, inclusive of any published course attendance policy. However, please note, any approved adjustment to an attendance policy as a reasonable accommodation must be determined on a case-by-case basis.
| If your course meets | Reasonable allotment of absences |
| 5 times a week | 10 |
| 4 times a week | 8 |
| 3 times a week | 6 |
| 2 times a week | 4 |
| 1 time a week | 2 |
Reasonable Modification of Assignment Deadlines
SDAC recommends no less than 24 hours and no more than 72 hours for an assignment extension, depending on the nature of the assignment and situation. However, please note, any approved adjustment to an assignment extension as a reasonable accommodation must be determined on a case-by-case basis.
Roles and Responsibilities
Student
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Instructor
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SDAC Staff
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These accommodations do not
- Apply retroactively
- Entitle the student to have all absences excused
- Waive all classroom participation requirements.
- Make adjustments for:
- Academic course load
- Multiple assignments due in close proximity
- Studying for exams or other assessments
- Scheduling conflicts
- Employment, appointments, normal illness or personal obligations
- Time management issues
- Apply equally to courses with essential in person requirements, such as labs, studios, world language courses, or others that have highly interactive and discussion-driven courses that cannot be adequately replicated outside of the classroom.
- Apply equally to assignments that impact other students, such as group work.
- Allow the student to utilize peer notetaking in lieu of attending class. If you are approved for this accommodation, you are still expected to meet the course requirements, including independently accessing missed lecture material, turning in any assignments that might be due, etc.
FAQS
Student
- What is the General Reasonable Modification Plan
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SDAC has guidelines for what would be considered reasonable for a typical semester-long course regarding absences and assignment deadlines. Please refer to the General Reasonable Modification Plan on our website for specifics. If this plan would not work for you due to the nature of your disability or the structure of the course, please initiate the interactive process by filling out the Individualized Reasonable Modification Plan.
- What type of assignments or activities are not eligible for an extension?
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In general, examples of assignments where this accommodation would not apply would be situations that would impact others, such as a group assignments, or assignments that are required to be completed in order to participate in the course, such as a pre-lab assignment. It may also not apply equally to assignments or activities that are unable to be replicated outside of the course experience, such as some hands-on activities, speakers, or field excursions. There may be other situations where it is not conducive to a student’s academic progress to use this accommodation on a regular basis, such as weekly discussion posts or other regular assignments that can quickly accumulate.
- After I send out my accommodation emails to my faculty, what is next?
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SDAC recommends following up with your instructors to ensure you are both on the same page when it comes to how the accommodations are going to be implemented in each course.
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How should I communicate when an extension is needed?
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We have drafted template emails that students may draw upon to communicate with their instructors.
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What are the consequences if I do not meet the deadline extension or do not attend class?
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- If your absences or deadline extension requests go beyond those parameters outlined by your Reasonable Modification Plan, then there may be academic consequences implemented, such as a grade penalization. If absences or extension requests become excessive, SDAC may instead counsel you to consider alternatives, including withdrawing from the course, taking a reduced course load, or, if applicable, requesting an incomplete grade for the course.
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What do I do if the General Reasonable Modification Plan does not work for me?
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If you need something beyond the General Reasonable Modification Plan based on the course design or the specific nature of your disability, you must initiate the interactive process by filling out the Individualized Reasonable Modification Plan.
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What do I do if instructors are non-responsive to my communications?
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Please give your instructor a reasonable amount of time to respond, typically one week. If they have not responded in that time and you are unable to contact them other ways, such as before or after class, please contact your SDAC Advisor.
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Can instructors require documentation for an absence, such as a doctor’s note?
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No. Students are not required to present their instructors with medical documentation verifying their disability or need for accommodations beyond the Faculty Notification Letter.
Faculty
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What is the General Reasonable Modification Plan?
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SDAC has guidelines for what could be considered reasonable for a general semester-long course regarding absences and assignment deadlines. Please refer to the general flexibility plan on our website for specifics.
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What type of assignments or activities are not eligible for an extension?
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In general, examples of assignments where this accommodation would not apply would be situations that would impact others, such as a group assignments, or assignments that are required to be completed in order to participate in the course, such as a pre-lab assignment. It may also not apply equally to assignments or activities that are unable to be replicated outside of the course experience, such as some hands-on activities, speakers, or field excursions. There may be other situations where it is not conducive to a student’s academic progress to use this accommodation on a regular basis, such as weekly discussion posts or other regular assignments that can quickly accumulate.
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What do I do if my student has not communicated with me?
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Please feel free to reach out to the student directly requesting a meeting to discuss how their accommodations may be implemented in your course. If you do not hear back from them within one week, please contact SDAC.
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What do I do if my student has not attended class and/or turned in assignments?
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SDAC would prefer we know about this before it becomes excessive so that we can adequately address the student’s situation. Ultimately, the student is responsible to fulfill the learning outcomes of the course. Assuming that the General Flexibility Plan (or an agreed upon alternative Individualized Reasonable Modification Plan) has been followed, failure to attend and/or turn in assignments may result in academic consequences for the student as per your course policies.
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What do I do if the General Reasonable Modification Plan does not work for my course?
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If you feel that the plan fundamentally alters the course learning objectives, please initiate the interactive process to create an alternative plan by filling out the Individualized Reasonable Modification Plan.
- Can I ask for a doctor’s note for disability-related absences?
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No. Students are not required to present their instructors with medical documentation verifying their disability or need for accommodations beyond the Faculty Notification Letter.
Email Templates
Email Notifying Utilization of Assignment Extension
Dear Professor [name],
I am enrolled in your class [class name and section]. Earlier this semester I sent you my Faculty Notification Letter from SDAC indicating my eligibility for a reasonable modification of assignment deadlines as an accommodation. Due to disability-related reasons, I am unable to submit [assignment name] by [date].
I’m writing to you to ask for an extension of [length of time, x days] on this assignment. If this is reasonable, I will submit the assignment by [new due date]. Please let me know if this new deadline would work within your course objectives.
If you have questions about my accommodations, my SDAC Advisor, [Advisor Name], can be reached at {advisor email].
Thank you in advance for your consideration,
[your name]
Email Notifying Instructor of Attendance
Dear Professor [name],
I am enrolled in your class [class name and section]. Earlier this semester I sent you my Faculty Notification Letter from SDAC indicating my eligibility for a reasonable modification of attendance deadlines as an accommodation. Due to disability-related reasons, I am unable to attend class today. I will reach out to a classmate to see about the material that I missed; if needed, I will also attend your next office hours.
If you have questions about my accommodations, my SDAC Advisor, [Advisor Name], can be reached at [advisor email].
Thank you,
[your name]