Forms and Policies (note Service and ESA policies links under re-construction)

In all UIW buildings, accessible entrances will remain unlocked for classes, events and activities to the same extent that non-accessible entrances are unlocked for classes, events and activities.

This document is available in an alternate format upon request to Student Disability Services.

University Testing Services
207 Administration Bldg. Ph. 210-829-3876
(Revised: Spring 2026)

Accommodated Testing Policy and Procedures

As per the Americans with Disabilities Act of 1990 and Section 504 of the Rehabilitation Act of 1973 students have a right to accessible examinations including appropriate auxiliary aids and services. The following are reasonable guidelines determined by University Testing Services in collaboration with Student Disability Services.

STUDENT’S RESPONSIBILITIES
1. Discuss your accommodated testing requirements with each instructor at the beginning of the semester.
2. Request accommodated testing services, at least two business days in advance, by contacting University Testing Services (UTS); 207 Adm. Bldg., 210-829-3928; testingcenter@uiwtx.edu
3. Students who contact UTS less than 48 hours in advance will be scheduled upon availability of a proctor and appropriate testing facilities.
4. Testing appointments should be made for the same time the class is taking the test unless another test time has been approved in advance by the professor.
5. Make your testing appointment early enough to ensure your test will be completed before closing time. See testing hours below. Discuss any scheduling time conflict with your professor.
6. Ask your professor to send your exam to Testing Services at least 24 hours before your appointment.
7. On your test date, bring only items specified by the professor. All other belongings (e.g., backpacks, notebooks, cell phones, iPods, etc.) will be stored with University Testing Services until your exam is completed.
8. Bring your UIW student I.D. card. An alternate, valid, non-expired picture I.D. is acceptable.
9. Extended testing time is only applicable for TIMED exams. Students must have this accommodation listed in the official letter of accommodations (LOAs).

FACULTY RESPONSIBILITIES
1. Student Disability Services requires all students to discuss their accommodated testing requirements with each instructor at the beginning of the semester.
2. University Testing Services (207 Adm. Bldg.) must have access to the exam at least 24 hours before the test date.
3. If delivering the test in person, fill out a Testing Instructions form at the main desk.
4. Faculty can also submit exams and instructions online: https://my.uiw.edu/testingservices/make-up-exams/make-up-exam-instructions-form.html
5. Upon completion of a paper copy of the exam, University Testing Services staff will notify instructors via e-mail.
6. Faculty should pick up the completed exam and sign the Testing Instructions form.
7. Upon request, completed exams can be e-mailed to faculty.

NOTE: Students with accommodations who do not want to utilize Testing Services and prefer to take their exams in the classroom may do so without the benefit of extra time. They must begin and end their exams with the rest of the class. Faculty, please notify Moisés Torrescano (moisest@uiwtx.edu) or Michelle Beasley (beasley@uiwtx.edu) when this situation occurs.

TESTING HOURS: Academic Year & Summer: Monday to Friday 8:30 a.m. to 3:00 p.m. (Final tests for the day should begin no later than 3:00 p.m. in order to be completed by close of business at 5:00 p.m.)
OFFICE HOURS: Academic Year & Summer: Monday to Friday 8:00 a.m. to 5:00 p.m.

This document is available in an alternate format upon request to Student Disability Services.

• Ramiro Garcia-Villarreal, Coordinator of Testing, (garciavi@uiwtx.edu), ph. 210-829-2789
• Adriana Santillan, Testing Services Specialist, (adsantil@uiwtx.edu), ph. 210-283-6327

Flexible Attendance Policy

Classroom attendance policies are not determined by Student Disability Services. Faculty members determine
the degree to which attendance and class participation is an essential function of the course objective and a
fundamental aspect of the learning process. For example, students may be required to interact with their
classmates and/or participate in projects within groups.

For these reasons, the faculty determines if attendance is an essential part of their class. Students should refer
to their professor’s course syllabus for reference to attendance requirements. In addition, the faculty also
determines policies on makeup work and missed exams and quizzes.

The following are guidelines to determine if attendance is considered an essential part of a
class:

• What is class policy regarding attendance?
• What do the course description and syllabus say?
• Is there classroom interaction required?
• Does student’s partaking constitute a significant component of the learning process?
• Does the fundamental nature of the course depend upon student participation as an essential method
for learning?
• To what degree student’s absences constitute a significant loss to the educational experience of the
student and/or other students in the class?
• How is attendance computed into the final grade?

Consideration of flexible attendance includes responsibilities on the part of the student, the faculty as well
as Student Disability Services.

Student Responsibilities:

• Contact Student Disability Services if your disability supports consideration of this accommodation.
• If this accommodation is approved by Student Disability Services, you must discuss the accommodation
with your professors at the beginning of the semester.
• Be aware that flexible attendance will not apply to every class.
• All coursework must be completed. Flexible attendance does not mean that you will receive an
automatic extension to complete homework due on the day of your absence. It is your responsibility to
contact your professors to inquire if you will be able to make up missed coursework.
This document is available in alternate format upon request to Student Disability Services.
• If you have to miss a class, your professor must be notified immediately.
• If you are unable to notify your professor, you may contact Student Disability Services (SDS) and ask for
a courtesy notification. You request must specify the reasons for your absence. SDS will notify your
professors on your behalf.
• Keep in constant communication with Student Disability Services if you are encountering a situation in
which you are missing classes due to your disability.

Faculty Responsibilities:

• Be available (e.g., during posted office hours) to discuss the flexible attendance accommodation with
the student.
• Review the guidelines listed above to determine if attendance is considered an essential requirement
for the course.
• Clearly communicate expectations when discussing this accommodation with the student. Contact
Student Disability Services for assistance as needed.
• Contact Student Disability Services if absences become excessive.
Student Disability Services Responsibilities:
• Approve an accommodation for flexible attendance when appropriate, based on the student’s
medical documentation.
• Clearly explain to the student what her/his responsibilities are as they pertain to the request for a
flexible attendance accommodation.
• Assist faculty with the aforementioned guidelines in order to determine the extent to which
attendance is an essential part of the course requirements.
• Be available to answer questions from students and faculty members that may arise concerning the
flexible attendance policy.

If you have any questions, please contact:
Student Disability Services
Administration Building, Suite 51
Phone/Fax: (210) 829-3997 or (210) 829-3104
Website: http://www.uiw.edu/sds

This document is available in an alternate format upon request to Student Disability Services.

 UIW Food Allergy Policy

The University of the Incarnate Word (UIW) is committed to providing a supportive, challenging, diverse, and
integrated environment for all students. In accordance with Section 504 of the Rehabilitation Act of 1973,
Subpart E and Title III of the Americans with Disabilities Act, the University ensures accessibility to its
programs, services and activities for students with documented disabilities. UIW works with students with
disabilities through the provision of reasonable accommodations in order to ensure such accessibility.

UIW recognizes that there will be students who dine on campus and have a food-related disability or
disabilities. For students who live on campus, their food allergy or allergies may limit their ability to fully and
equally participate in the mandatory meal plan program. Any students who have a food-related disability should
contact Student Disability Services so that we can work with them to provide reasonable accommodation
regarding their food allergy. Reasonable accommodation will include access to obtain allergen-free meals from
University food services or exemption from the mandatory meal plan program.

Should any student wish to request a reasonable accommodation or exemption from the mandatory University
meal plan for residents, they should promptly contact Student Disability Services for assistance:

Student Disability Services
4301 Broadway, CPO 295
Administration Building, Suite 51
San Antonio, Texas 78209
Phone/Fax: (210) 829-3997
Website: http://www.uiw.edu/sds/

Moisés J. Torrescano
Director of Auxiliary Academic Services
(210) 829-3928
moisest@uiwtx.edu

Michelle C. Beasley
Manager of Student Disability Services
(210) 829-3997
beasley@uiwtx.edu

María de Jesús Robledo
Student Disability Services Advisor
(210) 829-3104
robledo@uiwtx.edu

UIW Food Allergy Policy

Student’s Responsibilities

1. 
   Notify Student Disability Services (SDS) of his or her food allergy or allergies as food allergies may
   constitute a disability under the Americans with Disabilities Act (ADA), 42 USC § 12102.
   2. Provide SDS with written documentation of the disability or disabilities and including any relevant
   information (e.g., diagnosis, specific food allergies, and dietary needs).
   3. Submit a Food Allergy Action Plan to Student Disability Services
   a. http://www.foodallergy.org/files/FAAP.pdf
   4. Work with appropriate UIW staff to develop a plan that accommodates the student’s dietary needs.
   5. To be proficient in the self-management of the student’s food allergy by:
   a. Carrying prescribed medications with the student at all times.
   b. Avoiding unsafe foods.
   c. Recognizing symptoms of an allergic reaction and, if possible, informing an appropriate party
   that a food allergy reaction is occurring so the appropriate medical response can occur as
   quickly as possible.
   d. Being knowledgeable about the proper use of prescribed medications to treat an allergic
   reaction.
   e. Providing appropriate UIW staff (e.g., SDS and Residence Life) with emergency contact
   information if applicable.
   6. Upon receipt of a letter of accommodation which modifies their mandatory University meal plan, the
   student will set an appointment with the Manager of Sodexho Food Services to review the letter of
   accommodation and discuss his or her food allergy needs. The discussion should cover the following
   points:
   i. Procedures for obtaining allergy free meal choices which include how to pre-order
   meals.
   1. When preordering, the student should give Sodexho Food Services at least twenty
   four (24) hours notice before the meal is made available to the student. This ensures
   that the Manager of Sodexho Food Services has time to obtain the proper ingredients
   in order to prepare the specific meal request. If less than twenty four (24) hours is
   given, the Sodexho Food Services Manager will make reasonable efforts to fulfill the
   request, but cannot guarantee that the necessary ingredients will be readily available.
   In this event, an alternate and appropriate meal option will be offered to the student if
   necessary.
   2. The Sodexho Food Services website (http://www.uiwdining.com) contains lists of
   menu items including nutrition facts such as if the item contains allergens (e.g., eggs,
   wheat, tree nuts, peanuts, soy, or milk).
   ii. How the student will access the dedicated area that Sodexho Food Services maintains
   for storage and preparation of food for students with food allergies.
   3
   UIW Food Allergy Policy This document is available in alternate format upon request.
   7. As soon as possible, after a food allergy reaction, the student should meet with Student Disability
   Services personnel in order to discuss why the reaction occurred in order to work towards preventing
   future food allergy reactions.
   UIW/SDS Core Team Members’ Responsibilities
   1. UIW core team members will make reasonable accommodations, according to federal and any state
   laws that apply, in order to work with students who have food allergies, including those who reside on
   campus and are subject to the mandatory meal plan. Core team members include but are not limited
   to, personnel from Student Disability Services (SDS) and Residence Life, and the Manager of Sodexho
   Food Services.
   2. After a student has notified SDS of their food allergy and submitted appropriate documentation, SDS
   will provide ONE of the following, depending on the choice of the student:
   a. A letter of accommodation indicating the specific modifications to the mandatory meal plan.
   The letter will include the specific allergens and any dietary restrictions that have been provided to
   SDS. A copy of this letter will be provided to the student, Residence Life as well as the Food
   Services Manager. The food allergy accommodation letter may be updated as necessary as additional
   medical information is brought to the attention of SDS.
   b. A letter of accommodation indicating that the student will be exempt from the UIW
   mandatory meal plan for residents.
   3. Appropriate staff members, including Resident Assistants (RAs) should be familiar with
   a. Food allergy basics
   b. Symptoms of food allergy reactions
   c. Emergency medical procedures (including contacting the appropriate UIW personnel on campus
   who are properly trained in administering medications in case of emergency.)
   4. As necessary, the University will provide the student with reasonable accommodations to the meal
   plan while the medical documentation review process is occurring.
   5. UIW requires that Sodexho Food Services
   a. Maintains a dedicated area for storage and preparation of food for identified students with
   food allergies. This area should have the following items and be accessible to the students
   identified as having food allergies:
   1. A separate sink and counter area with kitchen supplies
   2. A separate refrigerator and freezer
   3. Separate cabinet space
   4. Separate appliances (microwave, toaster etc.)
   5. Separate food warmer to keep pre-orders warm
   4
   UIW Food Allergy Policy This document is available in alternate format upon request.
   b. Offer and identify a selection of food options that are made without certain allergens (e.g.,
   peanuts, tree nuts, wheat, and dairy) in the dining hall food lines and take reasonable steps to
   avoid cross-contaminating these items with foods that contain known allergens. However, since
   this process only minimizes risk, students are offered the option to pre-order their meals through
   Sodexho Food Services in order to further reduce the risk of any possible cross-contamination since
   pre-orders are stored and prepared in a dedicated area as listed above in item ‘a’.
   c. Provides educational training to all food staff at least twice per year (once prior to fall
   semester, once prior to spring semester).
   i. Training should include instruction on celiac disease, food allergies and allergens, cross contamination, proper storage and preparation of food.
   ii. Training should also include how to handle food allergy inquiries including questions on
   ingredients and sub-ingredients in meals.
   d. Notify Student Disability Services (SDS) promptly after a student seeks modifications to, or an
   exemption from, UIW’s mandatory meal plan.
   e. Conduct monthly staff meetings to address food allergy awareness and practices
   6. UIW follows legal requirements regarding sharing of student’s medical information.
   For more information about food allergies and anaphylaxis, including tips for managing food allergies,
   visit http://www.foodallergy.org/

This document is available in an alternate format upon request to Student Disability Services.

STUDENT DISABILITY SERVICES GRIEVANCE PROCEDURE

The University of the Incarnate Word (UIW) is committed to a policy of ensuring that no
otherwise qualified individual with a disability is excluded from participation in, denied the
benefits of, or subjected to discrimination in university programs or activities due to his or her
disability. The University is fully committed to complying with all requirements of the 1990
Americans with Disabilities Act (ADA) as amended by the 2008 Americans with Disabilities
Amendments Act (ADAAA) and Section 504 of the Rehabilitation Act of 1973 and the Fair
Housing Act of 1968.

If a situation occurs in which a student believes that he/she was treated unfairly by a staff
member, faculty member or administrator (as it pertains to services and accommodations for
his/her disability), the student should schedule a conference with the individual in an attempt to
resolve the issue.

After the conference with the individual staff, faculty member, or administrator involved, if the
student believes than an issue still exists, he/she shall have the right to file a formal grievance.
The grievance procedure is designed to address disagreements or denials regarding requested
services, accommodations, or modifications to university academic practices or requirements.

The grievance procedure is not intended to replace other University policies and procedures such
as dispute of grade appeals. Students can consult with the Office of Student Disability Services
regarding the most appropriate University policy or procedure to address a particular concern.

Preliminary Procedure for Addressing Concerns about Accommodations

Students with disabilities are responsible for contacting Student Disability Services if reasonable
accommodations are not implemented in an effective and timely manner or if any
accommodation related issues arise. Concerns should be directed to Michelle Beasley, Manager
of Student Disability Services, Suite 51 Administration Bldg., 4301 Broadway CPO 295, San
Antonio, Texas 78209, phone (210) 829-3997; beasley@uiwtx.edu. The preliminary review will
be completed within 10 working days. Concerns may be submitted by e-mail. If the concern
cannot be resolved by this process, the student may then submit a formal written grievance.

Procedures for Submitting a Formal Grievance

a. Formal grievances alleging violation of the ADA, ADAAA or Section 504 must be made in
writing to Monica Ayala Jimenez, Associate Provost of Student Success, 4301 Broadway
CPO 96, Chapel Bldg., Room 16, San Antonio, Texas, phone (210) 805-5813;
majimen8@uiwtx.edu. Formal grievances may be submitted by e-mail.

b. The complaint should specify the nature of the grievance and the period of time and
circumstances in which the issue occurred. This may be supplemented by supporting
documents and should be filed within thirty (30) days in which the alleged violation occurred.

c. The Associate Provost of Student Success may decide to convene a meeting with the student
as well as the staff, faculty member or administrator in question or may choose to hear from
each party separately.

d. The Associate Provost of Student Success will review the grievance and provide a response
within 10 working days.

e. The Associate Provost of Student Success’ decision is final and there is no further appeal to
another University administrator or office.

Retaliation

Retaliation is defined as an adverse action in academic activities or University sponsored
programs, taken against any student who files a grievance, participates in the investigation or
resolution of a grievance, or otherwise demonstrates opposition to a discriminatory academic or
program policy or practice. Retaliation of any kind against a complainant is strictly prohibited by
University policy, state and federal law.

Retaliation is considered a separate infraction from the original complaint, regardless of the
outcome of the original complaint. Any student who believes he/she has experienced retaliation
as a result of filing a grievance concerning accommodations should promptly contact the Office
of Student Disability Services.

This document is available in an alternate format upon request to Student Disability Services.

Student Disability Services (SDS)

Student Rights & Responsibilities
Under the Americans with Disabilities Act of 1990 &
Section 504 of the Rehabilitation Act of 1974

Revised: 07/09/2021

Student Rights

Students have the right to:
• An equal opportunity to learn. The University is required to provide appropriate academic adjustments as necessary to ensure that it does not discriminate based on disability. Academic adjustments may include auxiliary aids and services, as well as modifications to academic policies as necessary to ensure an equal educational opportunity.

This practice includes housing, services, extracurricular activities, and transportation. The institution must provide comparable, convenient, and accessible aids, services, and benefits to students with disabilities as afforded to others.

• Be evaluated based on their academic achievements and not the extent of the disability. Reasonable auxiliary aids or services may be provided to ensure access to course content and exam protocol. SDS must first analyze the appropriateness of an aid or service in its specific context.

•Engage in the interactive process. SDS will review the request considering the essential requirements for the relevant program. An academic program is not required to lower or substantially modify essential requirements or make adjustments that would fundamentally alter the nature of a service, program, or activity. SDS may approve the academic adjustment requested or an effective alternative.

• Submit a complaint or appeal the institution’s decisions concerning their academic status or if they believe that accommodations were not provided. Students must follow the SDS Grievance Procedure as stated in our policies (https://my.uiw.edu/sds/_docs/sds-grievance-procedure.pdf).

Student Responsibilities

Students have the responsibility to:

• Self-identify to the Office of Student Disability Services as having a disability if they wish to receive reasonable accommodations. Disclosure of a disability is always voluntary. Students must follow reasonable procedures to request an academic adjustment.

• Provide documentation that meets reasonable guidelines as stipulated by SDS. This is especially important to SDS to understand the nature and extent of a disability in relation to the student’s academic experience.

• Meet and maintain the institutions’ academic and technical standards with or without reasonable accommodations.

• Comply with the responsibilities as delineated in the letter of accommodations

• Communicate concerns and/or new requests regarding accommodations to SDS in a timely manner.

Faculty Rights & Responsibilities
Under the American With Disabilities Act 1990 &
Section 504 of the Rehabilitation Act of 1973

Faculty Rights

Faculty members have the right to:
• Determine and uphold course content, essential elements and requirements, and delivery/instructional methods.

• Confirm a student’s accommodations and ask for clarification about a specific accommodation (as per the letter of accommodations) if it interferes with the fundamental course requirements.

• Deny a request for accommodation – if it is not listed within the letter of accommodations or if SDS has not provided the student’s letter to the instructor.

• Award grades appropriate to the level of the student’s demonstration of mastery of the course material.

Faculty members do not have the right to:
• Refuse to provide a reasonable accommodation as listed on the letter of accommodations.

• Challenge the legitimacy of a student’s disability.

• Review a student’s medical documentation.

Faculty Responsibilities

Faculty members have the responsibility to:
• Be familiar with the laws (ADA, Section 504, Title IX) and SDS guidelines for classroom accommodations.

• Refer students to SDS when a student self-identifies as having a disability; faculty are not responsible for providing any accommodations until an official SDS letter of accommodations is received.

• Provide the accommodations stated in the student’s letter of accommodations in a timely manner.

• Maintain appropriate confidentiality of letter of accommodations except when disclosure is required by law.

• Provide handouts, videos, and other course materials in accessible formats if listed in the student’s letter of accommodations. For technical assistance regarding digital accessibility please contact Instructional Technology - https://my.uiw.edu/ird/instructional-technology/index.html.

• Discuss with SDS any concerns related to the accommodation(s) or arrangements that have been requested for a student with a disability.

This document is available in an alternate format upon request to Student Disability Services.