Disability Services

ABOUT DISABILITY SERVICES

Hiram College follows the best practices set by the Association on Higher Education and Disability (AHEAD).  In providing support services to students who may require them, our goal is not only to provide the individualized support that is necessary for academic success here at Hiram but also to help develop both the functional skills and the skills of self-advocacy that will help students in their lives after Hiram.

If you are a student at Hiram College, and you have a disability that substantially limits a major life activity, you can register with the Hiram College Disability Services office and you may be eligible to receive accommodations. Please note this information is kept strictly confidential. Self-identification is voluntary. However, if you have a disability, not registering with Hiram College’s Disability Services may delay or compromise the availability of accommodations. As many reasonable accommodations require significant pre-planning, registration with Hiram College Disability Services prior to situations requiring accommodations is essential.

Confidentiality and Mandatory Reporting

Hiram College Disability Services adheres to strict standards of confidentiality in the management of student information. Since Hiram College Disability Services is the only holder of student disability documentation, all disability-related documentation should be directed to Disability Services (not other campus departments).

The Hiram College Disability Services staff are designated as mandatory reporters and must promptly report incidents of sexual harassment, sexual violence, sexual misconduct, stalking, and relationship violence that are observed or learned about in their professional capacity and involve a member of the College community or occurred at a College-sponsored event or on College property.

Services Available

Hiram College provides the following assistance to all students through the Student Academic Services office, which includes but is not limited to:

  • Trained writing assistance
  • Individual and group tutoring options
  • Time management techniques
  • Study & test taking strategies
  • Memory retention techniques
  • Group study sessions
  • Academic advising assistance
  • Technology assistance

Student Academic Services can be found on the first floor of the Hiram College Library.

Under both the Americans with Disabilities Act, as recently amended, and Section 504 of the 1973 Rehabilitation Act, a reasonable accommodation is considered to be a modification or adjustment to a course, program, service, or facility, which ensures that a qualified student with a disability is not excluded, segregated, or otherwise treated differently.

  • Reasonable accommodations are tailored adjustments that level the playing field.
  • Reasonable accommodations must not compromise essential functions of the course or program.
  • Reasonable accommodations are individually determined after a review of medical documentation and an interactive needs assessment between the Hiram College Disability Services office and the student.

An accommodation would not be considered reasonable if it:

  • Fundamentally alters the essential nature of the course, curriculum or program.
  • Constitutes services of a personal nature (such as private tutoring).
  • Results in an undue administrative or financial burden for the institution.
  • Results in posing a direct threat to the health or safety of self or others.

All Hiram College students with a disability may request to receive certain free academic and housing accommodations.  

Initial Student Request

To request accommodations for the first time, please complete the following steps:

  1. Submit a self-disclosure form identifying the specific diagnosis of the disability, barriers, and effective and ineffective accommodations. (Required)
  2. Submit additional documentation from external sources which may include educational or medical records, reports and assessments created by health care providers, school psychologists, teachers, or the educational system directly to disabilityservices@hiram.edu. This information is inclusive of documents that reflect education and accommodation history, such as Individual Education Program (IEP), Summary Of Performance (SOP), and teacher observations. (Required)
  3. Meet with Disability Services Office to discuss appropriate accommodations and identify the student’s next steps. (Required)

The College reserves the right to require more detailed or more current documentation when necessary to consider accommodation requests. Students are encouraged to contact the Disability Services office (disabilityservices@hiram.edu or 330-569-5463) early in their college career or immediately following diagnosis to discuss any anticipated needs. 

Returning Student Request

Disability Services will reach out each semester to verify accommodations once initially granted. If you have questions regarding your VISA, please email Disability Services at disabilityservices@hiram.edu and/or schedule a meeting with Disability Services through the Microsoft Bookings page.

If you feel your accommodations may need adjusted, please email Disability Services at disabilityservices@hiram.edu and/or schedule a meeting with Disability Services through the Microsoft Bookings page.

Providing Your VISA (or Accommodation Letter)

At the beginning of each semester, you should distribute a copy of your VISA to each instructor from whom you would like to receive accommodations. Be sure to give your instructors reasonable notice for the implementation of accommodations.  Students should give their VISA to each course instructor as early in the semester as possible. Students are encouraged to provide their VISA to instructors even if they feel they may not need accommodations to account for unexpected disability occurrences. 

Email Template

Here is an email template you can use to distribute your VISA. Be sure to fill in the bolded parentheses with your personal information:

Dear Professor (Professor’s Name),

My name is (your name) and I am in your (course and section number) class this semester. I have a VISA through Disability Services and would like to request accommodations for your class. My VISA is attached to this email. When might we meet to discuss our plan for accommodations in your class?

For reference, I plan to use the following accommodations in your class:

  • (Accommodation A): this applies in your course because (…)
  • (Accommodation B): this applies in your course because (…)
  • (Etc.)

I’m looking forward to meeting you!

Sincerely,

(Your Name)

Meeting with Your Instructors

Meet with instructors 1-on-1 to discuss your VISA during office hours or a scheduled appointment time (in person or virtual). You should go through each accommodation you are requesting for the specific course and discuss an implementation plan. 

Following Up with Your Instructors 

It is strongly encouraged for you to follow up with your professor via email after your meeting to outline and summarize your discussed plan for accommodations, including communication expectations. This is beneficial because:

  1. There is a written record of your VISA handover and meeting.  
  2. There will be a written reminder of accommodation plans for both of you to reference.

Continue communication throughout the semester to notify your professor of needed accommodations or if your VISA is updated.

Best Practices

Keep a copy of your VISA with you or readily accessible in your email in case it needs to be referenced.  

Even if you feel you may not require accommodations, Hiram College’s Disability Services highly encourages students to request and share their VISA early in the semester (even ahead of the semester if possible). If you experience unexpected disability impacts it is helpful to have already shared your VISA with your instructors or have a current copy, as this will eliminate further delay in requesting accommodations. It is best to have shared the VISA proactively as accommodations cannot be implemented retroactively. 

Hiram College accommodations are individualized to meet each student’s needs. While there is no comprehensive list of accommodations, general descriptions of categories of accommodations are listed below. Students should discuss their specific accommodation needs with the Hiram College Disability staff.

Accommodations are based on the impact of the disability, the essential elements of the program/activity, and an interactive process/discussion with the student. Accommodations are determined on a case-by-case basis.

Exams & Quizzes

Alternative testing accommodations are adjustments to the standard exam administration process. They are intended to remove disability-related barriers that a student may experience in demonstrating their mastery of the exam material. Exams include quizzes, in-class exams and other timed assessments, online timed assessments, and final exams.

Reading and Assistive Technology

This category of accommodations is appropriate for students whose disabilities present barriers to reading text printed on paper or other may have other reading comprehension barriers. Alternative text may include large print, braille, audiobooks, or, most commonly, electronic text formats such as Word, PDF, Epub, or other formats. The specific format of the alternative text will depend on the student’s disability and the most effective reading method for the type of text.

Assistive technology, or AT, includes hardware and software that can assist students with a variety of disabilities in completing academic tasks. Some AT is specially designed to accommodate students with certain types of disabilities. Other AT is designed to be used by anyone but is particularly helpful for students with disabilities.

Classroom

This category covers a broad range of accommodations designed to afford the student equal access to the classroom and its coursework. These accommodations tend to be unique to each student.

Notetaking

Accommodations in this category are provided to students whose disabilities present barriers to effective notetaking during class. Hiram College’s Disability Services has a wide variety of options for notetaking assistance and support. The notetaking tools and services for each student are determined through the interactive process with the student and academic program. They are customized to support learning and meet each student’s individual notetaking needs.

Special/Medical housing requests will be considered on a case-to-case basis according to need with documentation of disability and strong medical support. Following a thorough review, Disability Services in consultation with the Health Center will forward their recommendation to Residential Education.

Documentation Supporting Special/Medical Single Room Housing

A qualified medical professional must provide documentation (see Special/Medical Housing Request for a template) that includes a clear statement of the medical diagnosis, the basis for the diagnosis, a description of the treatment plan, patient response, and prognosis, as well as the current impact on the disability as it relates to the housing request. The credentials of the diagnosing professional must be included. The diagnosing professional may not be a family member. 

Medical single room housing requests are not automatically transferable from one academic year to the next and updated documentation stating student progress may be required at the time of renewal requests. 

Typical Medical/Housing Accommodations
  • Accessible housing (first-floor room, wheelchair accessible, etc.)
  • A visual fire alarm
  • A single room
  • Accessible parking (if available)
Special/Medical Housing Request Forms

Hiram College Assistance Animal Policy

The updated Hiram College Assistance Animal Policy (“Policy”) is effective September 22, 2025. An “Assistance Animal” is the general term that incorporates Service Animals and Support Animals.

A “Service Animal” is hereby defined as an animal trained to perform tasks directly related to the individual’s disability (e.g., psychiatric, cognitive, mental, communication, physical, and sensory disabilities) and are generally allowed access anywhere their handlers are permitted on campus (exceptions may exist in sterile environments and areas requiring protective equipment or clothing for access).

A “Support Animal” is hereby defined as an animal that provides emotional or other support that ameliorates one or more identified symptoms or effects of a person’s disability.

Policy Requirements

For an individual/Owner to qualify for having an Assistance Animal (Service or Support) on Hiram College property, the following requirements must be met:

  • The Owner must have a disability as defined by the Americans with Disabilities Act (“ADA”).
  • Must submit the following items to the Office of Student Disability Access for review:
    • Disability Self-Disclosure Form
    • Assistance Animal Registration Form
    • Assistance Animal Residential Education Contract
    • A letter completed and signed by a licensed clinician or other similarly qualified medical professional that must include (on the clinician’s letterhead with their signature and credentials):
      1. Diagnosis and date of diagnosis
      2. Explanation as to how the animal is necessary to help alleviate that diagnosis.
      3. If diagnosis is not a permanent condition, estimation of the length of expected impairment. Will it be short-term or long-term?
      4. Explanation of possible negative effects of the person(s) not having the animal with them.
      5. Explanation as to how animal’s effectiveness related to person’s treatment will be assessed.
      6. Any training the animal has received from a qualified trainer.
    • Submit documentation from someone who has observed the Support Animal and you. For Support Animals, it is recommended to utilize a site like Pettable.com (although this is not the only available option), which can assist students, whether in-state or out-of-state, in securing the appropriate documentation.
    • Submit documentation from a veterinarian or pet adoption service with up-to-date pet vaccination information.

This letter and documentation must be submitted with the application requesting an Assistance Animal at Hiram College to the Office of Student Disability Access, who will review the paperwork provided.

It should be noted that the process for applying for an Assistance Animal may take longer than requesting other accommodations depending on when documentation is submitted. In addition, submission of paperwork requesting an Assistance Animal does not guarantee that the Assistance Animal will be approved. The Office of Student Disability Access will send notification to the individual of approval following review of the full application. Therefore, no Assistance Animal is permitted or allowed on-campus unless and until approval is provided from the Office of Student Disability Access via an email message. This approval is shared with Residence Life, Commuter Services and the Dean of Students Office.

The individual must comply with all applicable laws and this Policy.

Assistance Animals and the Law

Pets and non-assistance animals are restricted on Hiram College property.

Owner/Team

For purposes of this Policy, a person with a disability using an Assistance Animal is called an “Owner.” An Owner and his/her/their Assistance Animal are called a “Team.”

Basic Requirements of Assistance Animals
Identification

If an Assistance Animal is not wearing a harness, identification tag, or other gear that readily identifies its status as an Assistance Animal, Hiram College officials reserve the right to ask what support the animal is expected to provide.

Control

The Owner must be in full control of the Assistance Animal at all times. The care and supervision of an Assistance Animal is solely the responsibility of its Owner.

Leash or Other Tether

When outside the Owner’s room, Assistance Animals must be on a leash or other tether (as applicable) at all times unless, because of the Owner’s disability, they are unable to maintain a leash or other tether, or the leash or other tether would prevent a Service Animal’s safe, effective performance of work or tasks. In these limited instances, the Service Animal must otherwise be under the Owner’s control (for example, through voice control, signals, or other means). This includes within common areas of Hiram College residential housing (per Hiram College Policy) and outdoors (per Hiram Village Ordinance 505.01).

Muzzle

The Assistance Animal must be under the Owner’s control to prevent the Assistance Animal from biting people. Hiram College reserves the right to remove any animal that poses a direct threat, such as through unprovoked aggression.

License and Tags

Assistance Animals must be licensed (if applicable) as required by local governing authorities.

Health

Assistance Animals residing in Hiram College’s campus housing must be current with their mandatory vaccinations, consistent with local governing authorities’ licensing requirements. The Owner is required to provide documentation of vaccination status when applying to have their Assistance Animal on campus, as well updated documentation of vaccination each year the Team is permitted to live on Hiram’s campus (per Policy Requirements above).

Assistance Animals residing in Hiram College’s campus housing must also be housebroken or litterbox trained. The use of pee pads or training pads is prohibited in Hiram College campus housing.

Basic Conditions for Having an Assistance Animal on Hiram College Property
Clean-up Rule

The Owner must (1) always carry equipment sufficient to clean up the Assistance Animal’s feces and vomit whenever the Team is on Hiram College property; and (2) clean and be responsible for the proper disposal of the Assistance Animal’s feces and vomit and for any damage caused by the waste or its removal. Should the Assistance Animal have an accident in a communal area within a residence hall (e.g., hallways, stairwells, etc.) the Owner must contact the Residence Life staff within twenty-four (24) hours, as in some cases further cleaning may be required. Assistance Animal waste should not be discarded in residence hall communal areas (such as bathrooms, kitchenettes, hallways, lounges, etc.) but should be discarded in outdoor waste receptacles. The Owner is also responsible for picking up their Assistance Animal’s waste outside, per Hiram Village Ordinance 505.08. Hiram College reserves the right to remove the Assistance Animal for failure to comply with these processes (see Removal Procedures below).

Disruption

If an Assistance Animal is unruly or disruptive (e.g., barking, running around, bringing attention to itself) the Owner may be asked to temporarily remove the Assistance Animal from Hiram College property and to provide proof of training to curb the disruptive behavior. Assistance Animals that are disruptive or violate campus policy will be documented with an incident report and referred to Student Conduct (see Removal Procedures below). Owners are responsible for the actions of their Assistance Animals.

Conflicting/Competing Disability Accommodations

Persons with medical condition(s) affected by Assistance Animals on Hiram College property should contact Hiram College’s Office of Student Disability Access. The person registering the concern will be asked to provide medical documentation that identifies the health condition(s), and Hiram College Office of Student Disability Access will then take all steps required by law.

Campus Access for Different Types of Animals
  • A Service Animal is permitted to accompany their Owner in any building or public space where the Owner is permitted, though exceptions may exist in sterile environments, due to health and safety concerns, and in areas requiring protective equipment or clothing for access.
  • Support Animals are only allowed in the Hiram College residence hall in which the Owner resides, and in the common areas of that facility when it is being transported to and from the Owner’s residence. A Support Animal is not permitted in any athletic facilities, including, but not limited to tennis courts, pickleball courts, football stadiums, softball fields, baseball fields, soccer fields, tracks, and racquetball courts.
Using an Assistance Animal in Hiram College Housing

Owners who have been approved by Hiram College’s Office of Student Disability Access to bring an Assistance Animal (either service or support) on Hiram College property and who wish to live in Hiram College’s residential buildings must register the Assistance Animal with the Office of Student Disability Access and comply with all required documentation requests, including signing a Residence Life Assistance Animal Contract.

In agreeing to this Policy, the Owner acknowledges that Assistance Animals are extensions of themselves at Hiram College, and the Owner is responsible and liable for their Assistance Animal’s behavior and upkeep.

Pursuant to this Policy, Assistance Animals must be accompanied by the Owner, remain in close proximity to the Owner, and be under the Owner’s control at all times.

In the Hiram College-owned residential building in which the Owner resides, whenever a work-order is requested, the Owner must include that they have an “animal in residence” in their work-order request, and whenever possible, remove the Assistance Animal to a common area of the Hiram College residential building or outdoors when facilities staff need to enter to complete the repair.

It is the responsibility of the Owner to arrange any residential housing cleaning necessary due to the presence of the Assistance Animal. Feces and vomit of the Assistance Animal in residential housing buildings must be cleaned immediately and disposed of properly (see Clean Up Rule above).

The Owner is also required to provide an emergency contact who lives off-campus who can accept responsibility for the Assistance Animal if the Owner is not on campus for long periods of time or in emergency situations. Owners whose permanent residence is more than two (2) hours from Hiram College must identify an on-campus emergency contact, which can be a friend or peer, who will be utilized in the case of short-term (no more than one (1) week) emergencies. This information must be included when completing the Assistance Animal Registration form.

Reasons for Removal of an Assistance Animal from Hiram College

While Hiram College supports students having Assistance Animals on campus, there may be times where nuisance behaviors and conditions interrupt the College’s ability to sustain this contact. Please be aware of the following instances which may constitute removal.

Aggressive Behavior

If an Assistance Animal becomes aggressive and poses a direct threat to the health or safety of others, the Owner will be required to immediately remove the Assistance Animal from Hiram College property. The Owner of the Assistance Animal must report such incidents to Hiram College Office of Student Disability Access and the Dean of Students Offices within twenty-four (24) hours of the occurrence.

Disruptive Behavior or Noise

An Assistance Animal that makes excessive noise in a Hiram College residence hall can be very disruptive to other residents. If an Assistance Animal exhibits this behavior, Hiram College reserves the right to require the Owner to remove the Assistance Animal from Hiram College’s campus (see Removal Procedures below).

Cleanliness

An Owner’s failure to properly care for an Assistance Animal can result in cleanliness and health issues that can be disruptive to other residents. Hiram College reserves the right to require an Owner to remove an Assistance Animal until a cleanliness problem is appropriately addressed by the Owner. (see Removal Procedures below).

Unattended Animals

Assistance Animals are the sole responsibility of the Owner. If an Owner leaves their Assistance Animal alone for extended periods of time or if Hiram College believes there is evidence of animal abuse or neglect, Hiram College is obligated to contact local law enforcement (per Hiram Village Ordinances 505.04, 505.05, 505.06, 505.07, and 505.071) to report the abuse or neglect and/or may ask the Owner to remove the Assistance Animal from Hiram College property (see Removal Procedures below).

Damage

In all cases, the Owner is fully responsible for the Assistance Animal’s behavior. The removal of any Assistance Animal, as well as any necessary cleaning, repairs, and/or pest control, will be done at the expense of the Owner, who may also be subject to student disciplinary action (see Removal Procedures below). The Owner is responsible for any damage or injuries caused by their Assistance Animal and must take appropriate precautions to prevent property damage or injury. The cost of care, arrangements, and responsibilities for the well-being of an Assistance Animal are the sole responsibility of the Owner at all times. Hiram College strongly recommends that Owners consult with their insurance carrier regarding potential liability and insurance to cover such risks.

Loss, Injury or Death of Assistance Animal

Hiram College is not responsible for the loss, injury to, or death of any Assistance Animal. The risk of loss, injury to, or death of an Assistance Animal shall be borne solely by the Owner. In the event of death, prior to removing the Assistance Animal, the Owner must report the death to Residence Life staff.

Failure to Comply with Policy

To the extent permitted by applicable law, failure to uphold and abide by this Policy could result in the Owner not being permitted to bring or keep his/her/their Assistance Animal on the Hiram College property.

Removal Procedures

Hiram College will base removal determinations upon consideration of the behavior of the particular Assistance Animal at issue, and not on speculation or fear about potential harm or damages an Assistance Animal could cause. Any removal of the Assistance Animal will be done in consultation with the Office of Student Disability Access and may be appealed to Hiram College’s ADA/Section 504 Compliance Officer. The Owner will be afforded all rights of due process and appeal as outlined in the process listed below.

Hiram College Residential Life staff, in consultation with the Office of Student Disability Access will undertake the following procedures in response to an Owner’s failure to follow any of the aforementioned Assistance Animal policies stated above:

  • First Offense
    • The Owner receives an electronic and physical written warning from a College official. The Owner may also be required to create a care plan that addresses the policy violation of their Assistance Animal.
  • Second Offense
    • The Owner receives an electronic or physical written warning from a College official and a $100 fine.
    • For disruptive behavior, the Owner must also enroll their Assistance Animal in a training program and provide proof of that enrollment. Once the training program is concluded, the Owner must provide proof of completion of the training program to the Residence Life, the Assistant Dean of Students, and the Office of Student Disability Access.
  • Third Offense
    • The Owner will receive an electronic or physical written notice from a College official and will be required to remove the Assistance Animal from the residence hall within forty-eight (48) hours of receipt.

Should the Assistance Animal be removed from the premises for any reason, the Owner is expected to fulfill his/her/their housing obligations for the remainder of the housing contract unless other arrangements are approved through the Office of Residence Life and Commuter Services. Depending on the severity and/or type of issue presented, the Owner may appeal to have a different Assistance Animal in residence but may lose all privileges to house an Assistance Animal in Hiram College residence halls.

Temporary Verified Individualized Services and Accommodations (VISA) are created for students with temporary conditions and/or conditions requiring additional documentation. The Temporary VISA lists temporary academic adjustments, which instructors should treat the same as permanent VISAs during the time the adjustments are valid.

Sometimes, Temporary VISA conditions will later become permanent, and a VISA will be created for the student. Other times, when the Temporary VISA expires the student no longer needs academic adjustments, and services cease. There is an expiration date at the top right corner of the form; if an instructor receives an expired Temporary VISA, they should reach out to Hiram College’s Disability Services office (disabilityservices@hiram.edu or 330-569-5463).

General Disability Forms
Disability Documentation Forms

To aid the documentation process, Hiram College offers guidelines and fillable forms below to facilitate the provision of needed clarity and detail from treating professionals. Documentation can be submitted to Disability Services via email (disabilityservices@hiram.edu), mail (Disability Services, Hiram College Library, P.O. Box 67, Hiram, OH 44234), or drop off to the Disability Services Office (Hiram College Library, Suite 222, Office 223H).

Student Academic Services offers a free Testing Center that includes distraction-free testing spaces to accommodate students who may need extended time on tests or a distraction-free testing option. The Testing Center is available by appointment. Learn more about the Testing Center on our website or feel free to complete the Testing Center Referral Form for yourself or a faculty may refer a student for testing using this form.

Holding an event on Hiram’s campus? If you want to ensure that your event is as accessible as possible, please refer to the event accessibility checklist and the event accessibility guide below.

Though Hiram College Disability Services office attempts to act in the student’s best interests based in fairness, compassion, and integrity, the possibility always exists for disagreements about disability determination, appropriateness of accommodations, or service quality. In the event a disagreement should arise, you are encouraged to make use of the following internal process for dispute resolution and appeal.

The appeal procedures contained herein apply to current students of Hiram College in cases where a student believes that the student’s request for academic adjustments and/or auxiliary aids and services has been improperly denied.

Appeals

A Hiram College student who believes that a request for academic adjustments and/or auxiliary aids and services has been improperly denied may file an appeal by completing a Request for Appeal and Authorization to Release Information form (hereinafter referred to as the “Appeal Form”). The Appeal Form is available at the Student Disability Services office listed in I. above and should be filed with the Disability Services office. The student must complete the Appeal Form and attach a description of the circumstances leading the student to believe that a request was improperly denied. The description should, with all possible accuracy, include dates of requests for accommodations and subsequent denial, as applicable. Appeals should be filed within thirty (30) business days after the student receives the determination on their request for academic adjustments and/or auxiliary aids.

Informal Resolution

After the Appeal Form has been filed, a mutually agreed-upon time and place will be arranged for the student to meet with the Hiram College Disability Services staff in consultation with any appropriate College representative to resolve the appeal. Appeals not resolved to the satisfaction of the student within fourteen (14) business days after the filing of the Appeal Form shall be referred to a committee convened by Hiram College (of which designated staff of the Hiram College Disability Services office shall be a member) (the “Committee”) for formal resolution as provided for below. The Hiram College Disability Services office may, with the agreement of the student, extend the fourteen (14) business daytime period for appeal resolution. The extension will be acknowledged in writing or by email.

Formal Resolution

A formal hearing shall be held concerning all appeals referred to the Committee within thirty (30) business days after the referral of the appeal. The thirty (30) day business time frame may be extended by the Committee for good cause. BeforeBefore the hearing date, the Committee shall require the student and the appropriate College representative to summarize in writing their respective positions. Their summaries may include statements from appropriate professionals. Their summaries should address, among other things, documentation of the student’s disability, the nature of the accommodation requested, and, if applicable, information regarding the effect of any request for the accommodation on the educational program in which the student is enrolled. Copies of the summaries will be provided to the Committee for distribution to the Hearing Committee (defined below) that will hear the case, and a copy of the summary shall be exchanged between the student and the appropriate College representative no less than ten (10) business days before the hearing.

At the hearing, both the student and the appropriate College representative shall be entitled to comment on their respective positions. Appeals discussed at the hearing will be limited to those presented in the original summary. Both may utilize the assistance of one person from the Hiram College community, specifically a Hiram College student, employee, or faculty member. The matter will be heard by a committee consisting of no less than three (3) persons designated by the Committee to serve as its members (the “Hearing Committee”). One of the members of the Hearing Committee will be selected by its members to chair the Hearing Committee.

The Hearing Committee shall, unless such time is extended by the Hearing Committee for good cause, render its decision in writing within ten (10) business days after the hearing, and a copy of the decision will be provided to the student, the appropriate College representative, and the Disability Services office.

Student’s Right to Withdraw/Reimbursement

If the Hearing Committee’s decision is adverse to the student, then depending on the timeliness of the accommodation request, the student may be able to withdraw from the course or program without academic penalty. Reimbursement for any associated costs is determined by the College’s refund policies. A student may always proceed in the course or program without the requested academic adjustments.

Confidentiality

Appeals will be handled as confidentially as is reasonably possible. Consultation by the Hiram College Disability Services office, or any investigator appointed by the Committee with students, faculty, staff, or others will be strictly limited to those who may have information about the appeal, who need to know that an appeal has been made, or whose job responsibilities include arranging accommodations for students with disabilities.

Section 504 Disability Discrimination Grievance Procedures

Section 504 of the Rehabilitation Act of 1973

Hiram College has adopted the following Grievance Procedure for addressing complaints of disability discrimination and harassment under Section 504 of the Rehabilitation Act of 1973. A person is not required to use this procedure and may instead file a complaint directly with the U.S. Department of Education’s Office for Civil Rights, 1350 Euclid Ave., Suite 325, Cleveland, OH 44115:

  • Step 1: A person who believes that he/she has been discriminated against or harassed by Hiram College, Hiram employees, Hiram students, or third parties is encouraged, but is not required, to discuss the matter informally with the Disability Services Coordinator, Brittany L. Jackson, Ed.D., Hiram College Library, P.O. Box 67, Hiram, Ohio 44234 (330) 569-6114, in the case of a student; or his/her immediate supervisor, in the case of an employee. The Hiram College Section 504 Coordinator may also be made aware of informal complaints of disability discrimination/harassment. NOTE: If the Disability Services Office is the subject of the complaint, or the grievant is not a student or employee, the grievant may, instead, contact the Hiram College Section 504 Coordinator. The person receiving the complaint shall verbally convey his/her findings to both the person who alleged the violation and the person who is the subject of the complaint within ten (10) business days. The grievant may, at any time, end the informal Step 1 process and initiate the formal process outlined in Step 2.
  • Step 2: If the informal Step 1 process does not resolve the matter, or if the grievant does not wish to use the informal procedures outlined in Step 1, a written complaint may be submitted to Hiram College Section 504 Coordinator who will investigate the complaint. NOTE: If the Hiram Section 504 Coordinator is the subject of the complaint, the complaint should be submitted to the President of Hiram College who will appoint another administrator to conduct the investigation. The complaint shall be signed by the grievant and include 1) the grievant’s name and contact information; 2) the facts of the incident or action complained about; 3) the date of the incident or action giving rise to the complaint; 4) the type of discrimination/harassment alleged to have occurred; and 5) the specific relief sought. Names of witnesses and other evidence as deemed appropriate by both the grievant and responding party may also be submitted. An investigation of the complaint will be conducted within ten (10) business days following the submission of the written complaint. The investigation shall include an interview of the parties and witnesses, a review of relevant evidence, and any other steps necessary to ensure a prompt and thorough investigation of the complaint. A written disposition of the complaint shall be issued within ten (10) business days of completion of the investigation unless a specific written extension of time is provided to the parties. Copies of the disposition will be given to both the grievant and the person who is the subject of the complaint. If discrimination/harassment was found to have occurred, the disposition will include the steps that Hiram College will take to prevent recurrence of any discrimination/harassment and to correct its discriminatory/harassing effects on the grievant and others, if appropriate.
  • Step 3: If the grievant or responding party wishes to appeal the decision in Step 2 above, he/she may submit a signed, written appeal to the President of Hiram College within ten (10) business days after receipt of the written disposition. The President of Hiram College or his/her designee shall respond to the complaint, in writing, within ten (10) business days of the date of the appeal. Copies of the response shall be provided to both the grievant and the person who is the subject of the complaint.

Hiram College hereby assures that it strictly prohibits any form of retaliation against persons who utilize this Grievance Procedure.

If you have questions regarding these procedures or desire to file a complaint, please contact Hiram College Section 504 Coordinator:

Deborah Pineau
Executive Director of Human Resources
Hiram College
Bates Building
11715 Garfield Rd.
Hiram, OH 44234
330-569-6008

Faculty are responsible for maintaining confidentiality and for facilitating accommodations or adjustments outlined in the Verified Individualized Services and Accommodations (VISA). The VISA is a confidential document and should only be shared with need-to-know individuals who are part of the VISA implementation process. If discussing student accommodations/adjustments with others is necessary, keep students’ identities confidential as often as possible. Students’ disability statuses must also be kept confidential from other students in the class. Hiram College’s Disability Services office is a great resource for understanding how VISAs are implemented. 

  1. Assist students in finding a time to meet with you 1-on-1, especially if your scheduled office hours conflict with students’ other courses. Be open to meeting with students even if you don’t feel it is necessary. Many students value this time to learn about your course and expectations. 
  2. Listen closely to students’ requests and assist students in planning for your course. Carefully review each student’s VISA as accommodations are individualized. 
  3. Outline your course with each student to ensure mutual understanding of policies, communication expectations, and what is needed to ensure accommodations can be smoothly and effectively implemented.  
  4. Contact Hiram College’s Disability Services (disabilityservices@hiram.edu or 330-569-5463) with questions or at the first sign of concern regarding the use of accommodations. 

“I currently don’t have a formal diagnosis, what can I do?” While a formal diagnosis is required to receive academic, housing, or medical accommodations, Disability Services is more than willing to work with you to discuss strategies that might help in the situation! You can set up an appointment and we can discuss the possibilities!

If you are hoping to seek a formal diagnosis, we have created a list of places and organizations you might reach out to in Northeast Ohio or online. This list is not comprehensive and is attempted to be kept up-to-date, but know that with a list such as these, some links may no longer be active. Please note that Hiram College does not officially endorse any of the resources below, but wants to provide students and families a place to start should they need them.

Formal Diagnosis Resources

Psychology Resources
Psychiatry Resources
Psychiatry & Psychology Resources
ADHD/ADD Diagnosis
Neuropsychological and Educational Evaluations

To request accommodations, please complete the following steps:

  • Submit a self-disclosure form identifying the specific diagnosis of the disability, barriers, and effective and ineffective accommodations. (Required)
  • Submit additional documentation from external sources which may include educational or medical records, reports, and assessments created by health care providers, school psychologists, teachers, or the educational system directly to disabilityservices@hiram.edu. This information is inclusive of documents that reflect education and accommodation history, such as an Individual Education Program (IEP), Summary Of Performance (SOP), and teacher observations (See Documentation Forms for guidance).  If this is a medical accommodation, such as those that might be required at the Dining Hall, dorms, etc., please also submit documentation to the Hiram College Health Center at healthcenter@hiram.edu. (Required)
  • Meet with Disability Services Office to discuss appropriate accommodations and identify the student’s next steps. (Required)

To aid the documentation process, Hiram College offers guidelines and fillable forms below to facilitate the provision of needed clarity and detail from treating professionals. Submission of these fillable forms or equivalent will speed up the accommodation process. Documentation can be submitted to Disability Services via email (disabilityservices@hiram.edu), mail (Disability Services, Hiram College Library, P.O. Box 67, Hiram, OH 44234), or drop off to the Disability Services Office (Hiram College Library, Suite 222, Office 223H). (See Forms section above)

It depends! Some IEPs/504s contain enough information for registration and some don’t. Hiram College Disability Services seeks documentation that states the specific disability diagnosis and descriptions of functional impacts for the student. For example: if you have an IEP related to a learning disability, the IEP must state the area of learning and explain the specific impacts you experience.  Hiram College’s Disability Services can review your documentation to ensure it has the necessary information and help you gather additional documents if needed. If the IEP or 504 plan(s) do not include enough information, you will be asked to reach out to your treatment provider to complete the relevant documentation form (see Forms section).

During this meeting, which may happen in person, by Zoom, or by phone, we will have a conversation where we discuss the following questions (if applicable):

  • What brought you here today?
  • What environments create barriers/challenges for you? What barriers/challenges in the classroom or otherwise are you experiencing currently?
  • How does your disability experience impact you?
  • What type of classroom environment do you prefer?
  • What solutions have worked in the past?
  • What solutions might work in this situation based on your assessment?
  • How is X class designed? How are you graded?
  • What kind of exams or assessments work well for you?
  • What is it about Y test (class, paper, etc.) that meant you didn’t need accommodations for it?
  • What types of assignments do you enjoy? What types of assignments challenge you?
  • What is your experience when reading (focus, comprehension, etc.)?
  • How is the housing experience going?
  • What accommodations did you use in high school?

As you are now considered a legal adult, you must provide the VISA you receive to each of your faculty members each semester to receive the accommodations in your class.  You can send it to them by email or you can print off a copy and hand it to them.  We always encourage you to reach out to your faculty prior to the start of class each semester, so you can be sure you are provided your accommodations on day 1 of your class.

It depends! If you are finding that the accommodations provided are not sufficient or are not meeting your needs, you may continue to dialogue with Hiram’s Disability Services to discuss if other options might better suit your needs, based on your disability.  You are always encouraged to advocate for yourself with Disability Services, so we might find the best accommodations for you and your needs each semester. 

Nope!  Hiram’s Disability Service office will reach out to you each semester to see how things are going and whether the current accommodations are meeting your needs.  You can also reach out any time to discuss strategies and options available to you with Disability Services.  We encourage you to do this!  The Disability Services office can also assist you with developing time management skills based on your needs, strategies to overcome personal barriers you may encounter, and more.  We want to see you be successful and will work with you to determine what might work best for you!

Hiram College strives to provide equal access to the College’s physical infrastructure and facilities for students, employees, guests, and visitors, including those with disabilities. As a part of this commitment, Hiram College includes in all future construction projects state and national accessibility/barrier-free standards (established by code requirements) to provide an increasingly accessible learning and work environment. Additionally, and where possible, Hiram College exceeds construction requirements striving towards the principles of an environment that is both accommodating and user-friendly. 

Individuals with questions about access to College physical infrastructure and facilities should contact the Hiram College Disability Services office (disabilityservices@hiram.edu).     

This Space Accessibility Suggestion form may also be used to make accessibility suggestions related to Hiram College’s buildings and physical spaces. 

Please see the Hiram College Student Disability Appeals Procedures above for the steps that are necessary to file a grievance.

Disability Services does not typically talk to your instructors for you. We want you to be able to advocate for yourself. If you are struggling or running into issues, you can submit an Authorization to Release Information form and that would allow Disability Services to also talk with your instructors or any other designees you may identify about your personal information. We cannot share with family members your academic information, as that is protected by FERPA, so if you want your family members to have access to academic information, you should visit the Registrar’s website and complete a FERPA waiver.

Contact Us

The Disability Services staff are located in the Student Academic Services suite on the first floor of the Hiram College Library. Disability Services can also be reached by emailing disabilityservices@hiram.edu or calling 330.569.5463.

Operating hours during the academic year are Monday – Friday 8:30 a.m. – 5 p.m. and summer hours are Monday – Friday 8:30 a.m. – 4 p.m.

Section 504 Coordinator:

Deborah Pineau
Bates Building
11715 Garfield Rd.
Hiram, OH 44234
330-569-6008
pineaud@hiram.edu