Under Section 504 of the Rehabilitation Act of 1973 and Title II of the Americans with Disabilities Act (as amended), students must self-identify as having a disability and request accommodations through the DRC. This differs from K–12 settings, where schools are responsible for identifying students with disabilities.

Step 1: Student Applies for Accommodations

Students begin by submitting the New Student Affiliation Form through the DRC Application Portal. This brief questionnaire invites students to share details about their disability experience, including:

• Contact information (UKY email address)
• A description and history of the disability or temporary health condition
• How the condition impacts their experience as a UK student
• Accommodations they wish to request 

Students are encouraged to upload documentation if available. More information about documentation guidelines is available on the DRC website.

After submitting the application, students will not be able to upload documentation through the portal. Additional documentation can be submitted via email, in-person at the DRC office, or by fax.

Step 2: DRC Reviews Students' Affiliation Form & Documentation

The DRC reviews students' affiliation form and any submitted documentation. To evaluate accommodation requests, the DRC considers whether:

• The student has a physical or mental impairment that substantially limits one or more major life activities, and
• The condition impacts the student’s ability to access common aspects of campus life (e.g., attending class, using technology, navigating the environment, participating in housing/dining, etc.)

Step 3: Affiliation Meeting

After the affiliation form is submitted, a DRC team member will contact the student to schedule an affiliation meeting. This collaborative conversation allows the DRC to hear directly from the student about:

• Functional limitations they experience
• Specific barriers they encounter
• Accommodations that may help provide access

This interactive process is required under disability law. It may take place in a single meeting or involve multiple conversations and exchanges of information. Each request is evaluated individually and holistically.

Step 4: Determination of Accommodations

The DRC determines which accommodations can be approved based on a professional review of the information gathered. Considerations include:

• Whether the accommodation is necessary to ensure academic/program access
• Whether it provides equal opportunity or meaningful access
• Whether there’s a logical connection between the accommodation and the student’s disability-related barriers
• Whether the accommodation would effectively reduce or remove those barriers

The DRC must also consider whether the proposed accommodation:

• Lowers essential academic or program standards
• Fundamentally alters a program element or requirement
• Poses an undue administrative or financial burden

Step 5: Implementation

Each semester, students request accommodations for the courses in which they need to use them. This releases the Instructor Notification Letter (INL) to the DRC Instructor Portal. Please review the guide for how to request accommodations under the DRC Portal tab.

Implementation of accommodations is a collaborative process between the student, instructor, and, if needed, the DRC. Some accommodations may require further coordination or conversation to finalize. 

Students can provide their Instructor Notification Letter (INL) at any time during the semester, but accommodations are not retroactive and will only apply to course activities after the INL is presented. If testing accommodations are required, students and instructors should agree on whether tests will be administered by the department or through the DRC Testing Center. Please note, testing accommodations listed in the INL do not automatically grant access to the DRC Testing Center, as instructors are encouraged to find suitable testing space within their department.

Students must provide instructors with at least 7 business days’ notice when requesting a testing accommodation to ensure proper arrangements can be made. For any questions or issues regarding accommodations, students and instructors can contact the DRC consultant for clarification or assistance.

 We encourage students to start early by completing the New Student Affiliation Form and scheduling their Affiliation Meeting as soon as possible. After accommodations are approved, students are expected to meet with their instructors to discuss how accommodations will be implemented in each course.

The University of Kentucky is committed to creating a supportive and accessible learning environment for all students. The DRC determines reasonable accommodations for students with a qualifying disability to ensure equal access to academic programs, campus activities and events, as well as other aspects of university life.

To request services through the DRC, students complete an affiliation process that includes submitting documentation and meeting with a DRC accommodations consultant. Once accommodations are determined to be reasonable and appropriate, students submit their accommodation requests for their classes through the DRC Student Portal. This submission generates an Instructor Notification Letter (INL), which is available to instructors through the DRC Instructor Portal.

Students are advised to complete this process as early in the semester as possible, as accommodations are not retroactive. After INL is issued, students and instructors are encouraged to meet as needed to discuss how accommodations will be implemented. For example, this is especially important for accommodations involving testing, clinical or lab activities, or specialized technology, where coordination or clarification is necessary.

For more information, please visit the DRC website or contact the DRC at (859) 257-2754 or via email at drc@uky.edu. 

Providing communication access — such as ASL interpreting and CART (real-time captioning) services — is a shared responsibility and a collaborative partnership among the student, the instructor, and the Disability Resource Center (DRC). These guidelines outline how to coordinate and support these services to ensure all students can fully participate in their courses and campus activities. 

For Regularly Scheduled Classes

Students are responsible for providing their course schedule to their Disability Resource Center (DRC) consultant each semester and for communicating their need for communication access services. The DRC coordinates directly with the appropriate agency and provides the necessary class information to the assigned service provider. Instructors do not arrange these services themselves but should assist by providing class details, materials, or access links as needed to ensure service providers can fully support the student during class. 

Requests should be made a minimum of two (2) business days in advance whenever possible. This allows the DRC time to secure services and communicate arrangements to all parties involved. To cancel a service, please provide at least 24 hours’ notice to the DRC to avoid cancellation penalties.

For Meetings or Activities Outside Regular Class Time

If an instructor schedules a meeting, office hour, or other course-related appointments outside the normal class schedule, confirm with the student if communication access is needed. The instructor should then provide the DRC with the date, time, and meeting details so the DRC can coordinate appropriate services for that meeting. 

Generally, if the student schedules or initiates a graduate committee meeting (i.e., master’s thesis committees, doctoral dissertation committees, and any other graduate-level advisory meetings), they are responsible for requesting communication services. If the committee chair or department coordinates a meeting, they should notify the DRC in advance to arrange services. It’s important to discuss this with the student early on to establish clear communication and expectations.

Requests should be made a minimum of two (2) business days in advance whenever possible. This allows the DRC time to secure services and communicate arrangements to all parties involved. To cancel a service, please provide at least 24 hours’ notice to the DRC to avoid cancellation penalties.

For Campus Events and Activities

For campus events and activities (e.g., workshops, presentations, performances, ceremonies, etc.), it is the responsibility of the event organizer or sponsoring department to notify the DRC in advance if communication access services are needed for a student. Event organizers should always include a clear accessibility statement in all event announcements, flyers, registration pages, or other marketing materials. This ensures that attendees have a clear way to communicate their needs in time for the DRC to coordinate services. This statement should invite attendees to request accommodations in advance. 

For example:

“If you need an accommodation to fully participate in this event, please contact [Event Coordinator’s Name and Email/Phone] at least 7-14 business days before the event.”

Whenever possible, campus events held online and in person should have automatic captions enabled by default. For in-person or more complex events, organizers should consult with the DRC to determine if live captioning (CART) or other services are needed based on attendee requests.

Key Reminders

• Submit requests early; minimum of two (2) business days in advance
• Cancel requests a minimum of 24 hours in advance
• Provide accurate details and updates
• Communicate clearly about expectations
• Contact the DRC with any questions

If you have any questions, please don’t hesitate to reach out to the DRC office. 

Contact Us

drc@uky.edu
Office: 859-257-2754

 

Instructors are responsible for developing and finalizing a Course Flexibility Plan (CFP) for their course for students approved for flexibility with attendance and/or due dates.

To implement a CFP, instructors are required to select one of the two available options:

1. Choose the Default CFP
   Instructors can choose to use the Default CFP, which provides standard flexibility guidelines for attendance and due dates. This option is quick and ensures students receive a consistent level of flexibility without extra customization. If no plan is submitted within the expected timeframe, the Default CFP will automatically apply, and the DRC will finalize it on the instructor’s behalf.
2. Choose to Customize a CFP for Your Course
   If instructors do not choose the Default plan, they may choose to create a custom CFP that outlines flexibility expectations tailored to their specific course design and learning objectives. This option helps ensure that accommodations align with the essential elements of the course while providing the approved flexibility. Please refer to the Flexibility Rubric for detailed guidance and best practices.

When to complete a CFP:

• Once a student requests a flexibility accommodation for your course, you’ll be prompted to complete a Course Flexibility Plan (CFP). This plan applies to all students in your course who are approved for flexibility accommodations. Only one CFP is needed per course per term, and you’ll have the option to copy existing plans into future terms to streamline the process.

  CFP Submission Timeline:

• If the request is made early in the term, submit the CFP before the last day to drop without a grade.
• For requests made later in the term, complete the CFP within two weeks of receiving the request.
• Instructors must choose one of two available options for managing flexibility in the course.

If a student needs additional flexibility beyond the plan, the DRC will contact the instructor to discuss whether a more individualized plan is reasonable and appropriate.

CFP Timeline and Expectations

CFPs should typically be completed by instructors prior to the last day for students to drop a course without a grade, when the request is made in advance. For requests submitted after this date, instructors are expected to complete the CFP within 10 business days of the request. If a CFP is not completed within the expected timeframe, the Default CFP will be initiated, and the DRC will finalize the plan on the instructor’s behalf.

If the Default CFP does not align with the nature of the course, instructors are expected to engage with the DRC to determine an alternative approach. Without this collaboration, instructors are responsible for implementing the Default CFP as written.

When completing a CFP for a course, instructors may choose to 1.) adopt the Default CFP for both attendance and due date flexibility or 2.) develop a customized plan that reflects the structure and expectations of their specific course(s). Please refer to the Flexibility Rubric for guidance when developing a customized plan.

Students retain the right to request additional flexibility beyond the established plan. Should this occur, the DRC will contact the instructor to explore a more individualized plan, if appropriate and reasonable.

Initiate and Complete a CFP 

Instructors must be the first to propose a CFP for students in their course. After a student has requested a Flexibility with Attendance and/or Flexibility with Due Dates accommodation, you will be prompted to complete a CFP for your course in the DRC Instructor Portal. 

Any CFP you complete will apply to all students in the course with flexible attendance and/or due date accommodations—do not include student names. Please follow the steps below to initiate and complete a CFP.

1. Log into the DRC Instructor Portal.
2. Review the Access Policy and select Continue to View Student Accommodations.
3. From the left-hand side Home menu, select Course Flexibility Plan (CFP).
4. Course and student information appear in the left column. Please consider uploading your syllabus.

5. In the Select Courses section, any course with a CFP that still needs to be completed will display a status of Not Initiated. To complete a plan for an individual course, select View. To complete plans for multiple courses at once, choose Specify CFP for Multiple Courses.

   Please note: As this is a new process, you must first complete a CFP for one course. Once the status displays as Completed, you will have the option to copy that plan to other courses or sections as needed. 

6. Instructors may choose to adopt the Default CFP for both attendance and due date flexibility or develop a customized plan that reflects the structure and expectations of their specific course(s). Please refer to the Flexibility Rubric, located on the DRC website under Faculty Resources.

   To complete the CFP, review each question in the module carefully and select the most appropriate response. Your selections will form the official CFP for your course(s).

   Please note: The image below offers a snapshot of the CFP questionnaire and is not a comprehensive list of all questions.

7. To complete the CFP, please review the questions provided in the module and select the most appropriate response for each question. Your responses will form the basis of the flexibility plan for your course(s). 

   Please note: there may be situations where a student needs additional flexibility or an exception beyond what is outlined in the agreed-upon plan. These situations must be addressed on a case-by-case basis in consultation with the student’s DRC consultant.

8. Instructors have the ability to copy a CFP to other courses. Since this is a new process, you must first establish a plan for an individual course. Once an initial plan is complete, you can copy that plan to other courses or sections. Select the box next to the course(s) you want to copy a plan to. 
9. In the Select Available Options section, choose the CFP you want to copy in the drop-down menu. The system will display the most recent plans from the last two semesters. 
10. Select the course plan you want to copy and select Specify CFP for Multiple Courses. The selected plan will open for you to review. 
11. Once you have completed the plan, select Initiate and Request Review. The plan will be reviewed by DRC consultants and shared with the student.
12. A green check mark at the top of the page indicates the CFP was successfully submitted. The status will then indicate Waiting for Staff Review. The DRC will review the plan and provide feedback if necessary. 

13. Once the DRC has reviewed the CFP and determined no changes are needed, the finalized plan will be released to the student’s online portal. You will receive a confirmation email notifying you that the plan is complete. At that time, you may log into your instructor portal and view the finalized plan under the CFP module. The status of the plan will be updated to Completed.

    Any questions or concerns regarding the implementation of either of these accommodations should be directed to the Disability Resource Center (DRC) at 859-257-2754 or email us at drc@uky.edu. If you need technical support, you may message us in the Teams Instructor Forum, a space for faculty and instructors to ask questions and share challenges related to the DRC Online Portal. 

CFP Flexibility Rubric

Join the DRC Teams Instructor Forum

A dedicated space for faculty and instructors to share concerns, ask questions, and discuss challenges related to the DRC Online Portal. This forum provides an opportunity to engage with colleagues, exchange best practices, and seek guidance on implementing accommodations effectively. 

Whether you’re experiencing technical issues, need support navigating the portal, or have questions like, “What steps should I take if a student requests flexibility accommodations?" or "Where can I find access to the DRC Online Portal?" a dedicated DRC team member will be available to answer any questions and provide assistance.

The Instructor Forum encourages collaboration and ensures you have the resources and support needed to effectively implement accommodations.

Instructors complete one Course Flexibility Plan per course—not per student. Once a student in your course requests flexibility accommodations, you'll be notified to complete the plan in the DRC Instructor Portal. Any additional students with the same accommodation in that course will follow the same plan.

• Complete the Course Flexibility Plan when prompted
• Apply the plan consistently for all eligible students
• Contact the DRC with questions, concerns, or if revisions are needed

No. Only students who have been approved by the DRC for flexibility accommodations are eligible to use the plan. The plan simply guides how flexibility will be implemented for those specific students.

Some courses—especially those with heavy participation components, lab work, or clinical requirements—may not be conducive to flexibility in all areas. If you believe flexibility isn’t feasible, the DRC encourages you to reach out for a consultation. We'll work with you to determine what’s reasonable based on the learning objectives of your course.

• Centralized Communication: All information about how flexibility will be implemented is stored in one place—within the DRC Portal—so instructors, students, and the DRC are on the same page.
• Clarity for Everyone: The CFP outlines how key components of the course (attendance, deadlines, participation, etc.) will be handled when flexibility is needed, helping to prevent confusion or miscommunication.
• Consistency Across Students: A single CFP applies to all students in a course with flexibility accommodations, ensuring equitable application and reducing repetitive back-and-forth, eliminating the negotiation process.
• Less Email, More Structure: The CFP replaces informal email chains and student/instructor meetings to negotiate flexibility with a structured approach that ensures documentation is clear and accessible throughout the term.
• Time-Saving Options: Instructors only complete one CFP per course each term, with the option to copy plans into future semesters for ease and efficiency.

The CFP is a tool that promotes access while supporting course expectations, academic integrity, and clear communication.

Great news — the Course Flexibility Plan is designed for that! You only need to complete one plan per course, and it will apply to all students in the course with flexibility accommodations.

No. Flexibility accommodations are not applied retroactively. Students must be approved by the DRC and should communicate with instructors as soon as possible when they need to use their flexibility as outlined in the CFP. Missed deadlines or absences prior to approval or notice are not automatically excused.

If a student needs more flexibility than what is specified in the CFP, please advise them to contact the DRC. Do not agree to changes outside the plan without consulting with the student's DRC consultant.

If you find that the original CFP needs to be adjusted after it's been initiated, please contact the Disability Resource Center (DRC) to discuss the need for updates. We encourage proactive communication to ensure any changes continue to support both access and academic integrity.

You’ll receive an Instructor Notification Letter in your DRC Instructor Portal when a student requests accommodations for your course. While students are encouraged to discuss their accommodations with you, they are not required to share their diagnosis or personal information.

Review the accommodations and implement them promptly. If you have questions or concerns, contact the DRC—not the student—for guidance.

You may ask questions related to how to implement the approved accommodations in your course. However, you should not ask why a student has a particular accommodation or request that they disclose personal medical or disability-related information.

Yes! Please reach out to the DRC and connect with the DRC office or the students DRC consultant. We are available to provide support and guidance on how to implement accommodations effectively.

If you notice a student struggling and believe the DRC may be helpful, please mention the DRC as one option along with other relevant campus resources. Let the student know about the Disability Resource Center and other Student Success programs, and encourage them to reach out to the DRC directly. You may share our website so they can request services or learn more. Please avoid suggesting specific accommodations.

Example talking point:

If you’re finding any part of the course challenging, there are several campus resources that can help support your success. You can explore those options, including academic support services and the Disability Resource Center.

Refer them to the DRC. Faculty should not recommend specific accommodations, as that falls under the DRC’s role in the interactive process.

Contact the DRC directly at drc@uky.edu or 859-257-2754. We’re here to partner with you to support student access and success.

You’ll need to complete a Course Flexibility Plan (CFP) for your course. This helps outline how the flexibility accommodation will be applied in your specific course context. Please refer to the CFP tutorial for step-by-step guidance.

If you have questions or need support, feel free to contact the DRC directly. You can also post questions in the DRC Teams Instructor Forum to connect with DRC staff and other instructors.