Disability Resource Center Student Success Programs

Student Course Accommodation Letters

Each semester, students registered with the Disability Resource Center (DRC) may release a Course Accommodation Letter (CAL) to their instructors. The CAL is Purdue University's official notification of the accommodations a student is approved to use in a specific course.

Receipt of a CAL means the instructor should begin taking the steps necessary to implement the accommodations listed for that course.

Students are encouraged to communicate with instructors about how their accommodations will be used, but a separate meeting or conversation cannot be required before implementation begins.

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Understanding Course Accommodation Letters

What a CAL Means

A Course Accommodation Letter identifies the accommodations a student is approved to use in a specific course. When a student releases the CAL, it is sent to the instructor's Purdue email address and becomes available through the DRC Instructor Portal.

The CAL serves as Purdue University's notification that the student has requested implementation of the listed accommodations in that course.

When Students May Release a CAL

Students may release a CAL at any point during the semester. A student may be newly approved for accommodations, may decide to begin using an accommodation later in the semester, or may receive an updated accommodation during the term.

Instructors should review CAL notifications when they are received because a student's approved accommodations may change during the semester.

Prospective Implementation

Accommodations are generally implemented prospectively from the point the instructor receives the CAL and has reasonable notice to arrange the accommodation.

Accommodations are not retroactive. A CAL does not ordinarily require an instructor to change grades, recreate previously completed activities, or apply accommodations to work that occurred before the instructor received notice.

Student Communication with Instructors

Students are strongly encouraged to communicate with instructors about the application of their accommodations, particularly when logistics need to be discussed.

However, students cannot be required to schedule a separate meeting, disclose details about their disability, or explain why they need an accommodation before the instructor begins implementing an approved accommodation.

If a Student Changes Courses or Sections

Course Accommodation Letters are connected to a specific course section. If a student adds a course or changes sections, the student must release a CAL for the new course or section.

Until the CAL is released for the new section, the new instructor may not have access to the student's accommodation information and implementation may be delayed.

Confidentiality and FERPA

Information regarding a student's disability and accommodations is part of the student's educational record and should be treated as confidential.

  • Share accommodation information only with individuals who have a legitimate educational need to know.
  • Discuss accommodations privately rather than in front of classmates or others who do not need the information.
  • Do not ask students to disclose their diagnosis, medical history, or disability documentation.
  • Do not include disability or accommodation information in communications that are accessible to individuals who do not have an educational need to know.
  • If another member of the instructional team needs ongoing access to accommodation information, use the Add Instructor process in the DRC Instructor Portal.

A student's CAL may be shared with members of the instructional team only when they have a legitimate educational need for the information.

If you are unsure whether accommodation information may be shared with another individual, contact the DRC before disclosing it.

Accessing CALs Through the DRC Instructor Portal

The DRC Instructor Portal is the primary location for instructors to access Course Accommodation Letters and current student accommodation information.

  1. Log in to the DRC Instructor Portal using your Purdue credentials.
  2. Review the FERPA and confidentiality statement and select Continue to View Student Accommodations.
  3. The Overview page will display students who have released CALs for your course or courses.
  4. Locate the student and select View to review the student's accommodation information.
Open the DRC Instructor Portal

Accessing CAL Information in Brightspace

Instructors can also access student accommodation information through Brightspace.

The Students with Accommodations by CRN report provides a roster of students in a specific CRN who have released a CAL. The report includes the CAL release date and the accommodations the student has requested to use in that course.

Brightspace information is created using data from the previous day. Recently released or updated CAL information may therefore not appear immediately.

For the most current accommodation information, use the DRC Instructor Portal.

To access accommodation information in Brightspace:

  1. Open the course in Brightspace.
  2. Select Course Tools from the course navigation.
  3. Select Accommodations - DRC.
Brightspace course navigation showing the Course Tools menu and the Accommodations - DRC option.
Accommodation information can be accessed through Course Tools within the individual Brightspace course.

Adding Another Instructor or Instructional Team Member

If another instructor, teaching assistant, course coordinator, or other member of the instructional team needs access to student accommodation information, an instructor may request that the individual be added to the course through the DRC Instructor Portal.

The individual should only be added when they have a legitimate educational need to access accommodation information for the course.

  1. Log in to the DRC Instructor Portal.
  2. Review the FERPA information and select Continue to View Student Accommodations.
  3. From the navigation menu, select Add Instructor.
  4. Select the appropriate Class and Type.
  5. Enter the individual's name and Purdue email address.
  6. Select Add Instructor to submit the request.

What happens after the request is submitted?

The DRC will review the request and add the individual as appropriate. Once added, the individual will begin receiving accommodation notifications for the course.

Notetaking Technology and Audio Recording

Some students are approved to use notetaking technology as a disability accommodation. Depending on the student's approved accommodation, this may include technology that records classroom audio or uses audio to support the student's notetaking.

When notetaking technology or audio recording is listed as an approved accommodation on a student's CAL, the student may use the approved technology even when the course has a general policy prohibiting recording, laptops, phones, or other electronic devices.

A general course policy does not override an approved disability accommodation.

Students approved for accommodations involving notetaking support, audio recording, or access to copies of course materials are required to agree to the DRC's intellectual property and appropriate-use requirements before using the accommodation.

Under this agreement:

  • Attendance is still required. Audio recordings, peer notes, and other course materials are generally permitted only when the student is present in class, unless otherwise approved by the DRC. These accommodations are not a substitute for attendance.
  • Materials are for personal educational use only. Students may not share, post, upload, sell, distribute, or otherwise release recordings, notes, or course materials.
  • Course content remains protected. Lectures, slides, recordings, handouts, and other course materials remain subject to applicable copyright and intellectual property protections.
  • Recording may be paused during limited portions of class. Instructors may prohibit recording during portions of class involving personal discussion, sensitive topics, or self-disclosure by students or the instructor.
  • Students are responsible for appropriate use. Misuse of recordings, notes, or course materials may result in action under the Purdue Student Code of Conduct and may also have copyright-related consequences.

An instructor should not prohibit use of the accommodation for an entire class because some portions of the course may involve sensitive discussion. Recording may instead be paused during the specific portion of class in which the concern applies.

If there are questions about how notetaking technology can be used in a particular course or activity, contact the Access Consultant listed on the student's CAL.

Concerns About an Accommodation

Most accommodations can be implemented without changing the essential requirements of a course. In some situations, however, an instructor may believe that a particular accommodation would fundamentally alter an essential academic requirement or substantially change what the course is designed to assess.

Faculty should not independently deny, remove, or modify an approved accommodation because of a concern about course design or academic requirements. The DRC works with instructors to evaluate these concerns through an individualized fundamental alteration review.

What Is a Fundamental Alteration Review?

The purpose of the review is to determine whether implementing a particular accommodation would fundamentally alter an essential requirement of the course and, when appropriate, whether another reasonable method can provide equal access.

The review may consider:

  • the essential academic requirement or learning outcome involved;
  • why that requirement is essential to the course or program;
  • how the approved accommodation interacts with that requirement;
  • whether the concern is specific to the design and requirements of the course; and
  • whether another reasonable method of providing access is available without fundamentally altering an essential requirement.

A fundamental alteration concern does not automatically result in an accommodation being denied or removed.

Concerns should be submitted as soon as possible so the DRC can review the specific circumstances and work with the instructor and student on an appropriate path forward.

Submit an Accommodation Concern

Questions About a Student's CAL

The Access Consultant assigned to the student is listed on the Course Accommodation Letter and is the primary DRC contact for questions about the student's accommodations or how they apply within a particular course.

Instructors are not expected to determine whether a student's disability warrants an accommodation or to request medical documentation from the student. Those determinations are made through the DRC's accommodation review process.

If an instructor has questions or concerns about implementing a particular accommodation, contact the student's Access Consultant rather than delaying or independently modifying the accommodation.

Frequently Asked Questions

Do I need to meet with the student before implementing accommodations?

No. Students are encouraged to communicate with instructors about the use of their accommodations, but a separate meeting or conversation cannot be required before implementation begins. Receipt of the CAL serves as Purdue University's notification that the student has requested the listed accommodations in the course.

Can a student release a CAL after the semester begins?

Yes. Students may release a CAL at any point during the semester. Accommodations are generally prospective and begin after the instructor receives notice and has reasonable time to arrange implementation. They are not ordinarily applied retroactively.

What if a student changes sections?

The student must release a CAL for the new course section. CALs are connected to specific course sections, so the new instructor may not have access to the student's accommodation information until the student releases the CAL again.

Can I add a TA, co-instructor, or other instructional team member?

Yes, when the individual has a legitimate educational need to access accommodation information. Use the Add Instructor option in the DRC Instructor Portal to submit the request.

Why is Brightspace different from the Instructor Portal?

Brightspace information is created using data from the previous day, so recently released or updated CAL information may not appear immediately. The DRC Instructor Portal should be used for the most current accommodation information.

Can I prohibit notetaking technology or audio recording if my course policy does not allow recording or electronic devices?

Not when the technology or recording is an approved disability accommodation listed on the student's CAL. A general course policy does not override an approved accommodation. Students using these accommodations are required to agree to restrictions regarding the use and distribution of recordings and course materials. Instructors may also require recording to stop during limited portions of class involving personal discussion, sensitive topics, or self-disclosure.

What should I do if I believe an accommodation fundamentally alters an essential course requirement?

Do not independently deny or modify the accommodation. Submit an Accommodation Concern so the DRC can review the specific concern and determine whether a fundamental alteration exists or whether another reasonable approach can provide equal access.

Who should I contact about a student's CAL?

Contact the Access Consultant listed on the student's Course Accommodation Letter. The Access Consultant can assist with questions about the student's approved accommodations and their implementation in the course.