Dispute Resolution Procedure (Academic Accommodations)

Final Approval Body: SLT
Senior Administrative Position with Responsibility for Procedure: Vice-Provost, Academic Affairs; Office of the Provost and VP, Academic
Date Initially Approved: August 18, 2026
Date of Last Revision, if applicable: N/A.

Purpose

The Dispute Resolution Procedure (DRP) establishes a formal mechanism for the resolution of disputes related to academic accommodation.  The DRP may be initiated only after established informal resolution processes including timely dialogue, consultation, and efforts by appropriate parties and support units have been engaged in good faith without achieving a satisfactory resolution.  

Throughout the DRP, accommodation plans shall remain in place and implemented to the fullest extent possible to mitigate negative impacts on learning and well-being in various academic contexts (e.g., classrooms, laboratories, practicums) while the dispute is being resolved.

The DRP is governed by the Academic Accommodations for Students with Disabilities Policy where definitions of terms, roles and responsibilities for individuals and units including the Offices of the University Ombudsperson (OUO) and Human Rights and Equity (HREO) can be found.

Parties to this procedure may seek guidance on the process from the OUO, HREO or another unit/individual as appropriate.

Procedure

A. Denial of a request for accommodation or disagreement with an approved accommodation plan

When a student disagrees with the determination of accommodation from Queen’s Student Accessibility Services (QSAS), reconsideration by the Assistant Dean, Student Affairs may be requested if the student believes that the University is in violation of its duty to accommodate for the following reasons:

1. denial of the request for accommodation, or 
2. the approved accommodation plan does not address disability-related barriers 

If a student chooses to request reconsideration by the Assistant Dean, Student Affairs, they must do so as soon as possible after receiving the determination from QSAS regarding either eligibility for accommodation or the accommodation plan, and only after informal processes, including discussions involving the Accessibility Advisor of record from QSAS, QSAS management and others as appropriate (e.g., Human Rights and Equity Office,  Office of the Ombudsperson), have been engaged in good faith and have failed to resolve the matter.  The request must be in writing, or alternate recorded format to the Assistant Dean, Student Affairs, and include*:  

• the reason for the request and the requested outcome; 
• a summary of informal discussions/consultations, including dates, with the Accessibility Advisor, QSAS Management and other individuals or units (specify); and 
• any new supporting documentation.

*Students are not required or expected to disclose their specific disability/diagnosis as supporting documentation. 

The Assistant Dean, Student Affairs will review the submission and other relevant information they deem appropriate, and will confer with the student, QSAS management, and others as they deem necessary, and will make efforts to resolve the matter prior to issuing a formal decision. The decision of the Assistant Dean, Student Affairs to either uphold the determination from QSAS or that an accommodation plan is to be provided/revised will be communicated to the student as soon as possible. The reason(s) for the decision and steps the student may take if they disagree with the outcome will be provided in writing within 3 business days and copied to QSAS.

If the student disagrees with the decision, the student may file a petition with the Vice-Provost, Academic Affairs in the Office of the Provost and Vice-Principal Academic (see Section: Petition a decision).
 

B. Failure to implement approved accommodation

If established informal resolution processes including timely dialogue, consultation, and concerted efforts by appropriate parties and support units have occurred in good faith without achieving a satisfactory resolution, the student may choose to request review by the Associate Dean, Academic (or equivalent) of the home Faculty/School (students in Undergraduate or Professional Programs) or the School of Graduate Studies and Postdoctoral Affairs (Graduate Students)¹. Any such request must be made as soon as possible after informal resolution processes have failed to achieve a satisfactory resolution. 

¹Faculty/School is that in which the student is registered (i.e., the home Faculty). If the request pertains to a course or other academic activity delivered by a Faculty/School other than the home Faculty, the home Faculty Associate Dean will share the request with the other Faculty/School for review.
 

Review by the Associate Dean, Academic (or equivalent)

The student must make their request in writing or alternate recorded format to the Office of the Associate Dean, Academic of the Faculty/School and include*:

• a copy of the Accommodation Plan and the approved accommodation at issue;
• a brief statement of the reasons for the request and the requested outcome; and 
• a summary of informal discussions/consultations, including dates, with the educator, Accessibility Advisor, and other individuals or units (specify).

  * Students are not required or expected to disclose their specific disability/diagnosis as supporting documentation. 
 

The Associate Dean, Academic will review the submission and will confer:

1. with the student about disability-related barriers and possible equivalent, alternative accommodation;
2. with the Accessibility Advisor of record, about possible equivalent, alternative accommodation and undue hardship (re: cost, outside sources of funding, and/or health and safety risks); and 
3. with the educator about bona fide essential requirements and standards associated with the specific course/program, undue hardship (taking into account cost, outside sources of funding, and/or health and safety risks), and possible equivalent, alternative accommodation.

The Associate Dean, Academic may request additional documents such as course outlines/syllabi and seek advice from relevant units as they deem necessary in an effort to resolve the matter prior to issuing a formal decision.

The decision of the Associate Dean, Academic will be communicated to the student and the educator as soon as possible. 

The Associate Dean, Academic, may determine that the approved accommodation:

1. was fully implemented, 
2. should be fully implemented, 
3. should be partly implemented, 
4. should be substituted with equivalent accommodation; or 
5. should not be implemented because: 
   1. the disability-related need has been met by measures already in place (such as inclusive course design options), 
   2. the approved accommodation fundamentally alters a bona fide essential requirement or standard associated with the specific course/program, or 
   3. the approved accommodation would result in undue hardship if implemented.

The reason(s) for the decision and the steps the student may take if they disagree with the outcome will be provided to the student in writing within 3 business days after the decision is provided and will be copied to QSAS and the educator.

If the student or the educator is dissatisfied with the decision of the Associate Dean, Academic and they have grounds to Petition a decision as outlined below, they may file a petition with the Vice-Provost, Academic Affairs, Office of the Provost and Vice-Principal Academic.

Petition a decision

Petitions to the Vice-Provost, Academic Affairs (Office of the Provost and Vice-Principal Academic) must normally be filed within 5 business days of the written decision from the Assistant Dean, Student Affairs or the Associate Dean, Academic. A request for additional time with valid reasons (e.g., to access support, seek advice/guidance, health issues) will normally be granted.

A petition must be in writing and include*:

• the grounds for the petition (procedural fairness and/or non-compliance with the institutional duty to accommodate);
• a description of the steps followed to resolve the matter related to academic accommodation including summaries and dates of discussions and consultations that have occurred (specify); 
• copies of all prior decisions and reasons; and 
• any relevant supporting documentation (e.g., approved accommodation plan, course outline, syllabus, program essential requirements/standards).

* Students are not required or expected to disclose their specific disability/diagnosis as supporting documentation. 

The Petition will be reviewed by the Vice-Provost, Academic Affairs (VPAA) who will confer with others as they deem appropriate to render a decision based on its merits. Within 10 business days of receiving the petition, the Vice-Provost, Academic Affairs or designate will communicate their decision in writing to the petitioner and the other party (educator or student).  The decision will either uphold the previous decision or direct the specific action to be taken and will include the reasons for the decision.

The decision letter shall advise the petitioner that the decision is final and not subject to appeal under the DRP or its governing policy. The petitioner will be informed of sources for advice and guidance that the petitioner may access. The decision letter shall be copied to QSAS and either the Assistant Dean, Student Affairs or the Associate Dean, Academic of the Faculty/School.
 

Related Policies, Procedures, Guidelines: Academic Accommodations for Students with Disabilities Policy; Academic Accommodations for Students with Disabilities Procedure