New Students to QSAS

The following outlines all necessary steps to register as a new student with QSAS.

Please review all sections carefully to help ensure that we are able to successfully set-up your Letter of Accommodation (LoA).

We strongly encourage all students to register with QSAS at least 3 months prior to the start of your courses. Accommodation plans will be confirmed for students who either submit their medical documentation, meet with their QSAS Advisor, or both at least 2-weeks prior to the start of their courses. Your Advisor will let you know whether a meeting is required.

Connecting with QSAS

Students experiencing barriers related to a disability or impairment, whether documented or undocumented, can access either permanent or interim support from QSAS (depending on whether the medical documentation provided meets the QSAS Documentation Criteria).

Students currently experiencing barriers related to a disability or impairment:

  • If you currently have medical documentation:
    • Please submit it through the secure QSAS documentation portal. You will be asked to complete a QSAS Intake Form during this process.
    • Upon receipt and review of your documentation, QSAS will contact you with next steps, which may include booking an appointment with an Accessibility Advisor or reviewing your Express Intake (see more information below) LoA to ensure it meets your needs.
  • If you currently do not have medical documentation:
    • Please complete the QSAS Intake Form through the secure QSAS documentation portal.
  • An Intake Coordinator will send a message to your Queen’s student email outlining next steps, regardless of whether you have or have not submitted medical documentation

Express Intake

Some new students may be able to receive their Letter of Accommodation (LoA) without meeting with a QSAS Advisor if they submit documentation meeting the QSAS documentation criteria that is:

  • Is up to date
    • Psychological educational assessments in the last five (5) years or after the age of 18
    • QSAS Verification Form within the last 3 years
    • QSAS Verification Form (Mental Health) within the last 1 year
  • Contains information about functional impacts OR accommodation recommendations medical professional
  • Contains information about the duration of the disability or impairment

Examples of QSAS approved documentation include:

Students eligible for Express Intake will receive an introduction email from their QSAS Advisor which will include information about next steps.

  • Students are responsible for sharing the LoA with their instructors and/or faculty contact person

After reviewing their LoA, and if the LoA meets the students requirements, the student can submit the LoA to their instructor and/or faculty contact person. They are not required to meet with QSAS.

If students feel they would like to review their accommodations available on their LoA, they can book with their QSAS Advisor, but this is not a necessary step.

At any time throughout their academic career at Queen’s, students can book an appointment with their QSAS Advisor to discuss changes to diagnosis or program that may impact their accommodations.

During the intake process, QSAS Advisors may request to meet with students to ensure that their accommodations are appropriate.

  • Complete an electronic QSAS Intake form, which will help your QSAS Advisor develop your Letter of Accommodations.
  • Submit documentation that meets QSAS Documentation Criteria at some point while registered or registering with QSAS,
  • QSAS approved documentation criteria:
    • Is up to date
      • Psych Ed assessments in the last five (5) years or after the age of 18
    • Contains information about functional impacts OR accommodation recommendations from a medical professional
    • Contains information about the duration of the disability or impairment
  • Examples of QSAS documentation criteria include:
    • Up to date Psych Ed assessment
    • QSAS Verification Form
    • OSAP Disability Verification Form
    • Other medical documentation that includes all QSAS approved documentation criteria listed above
  • If students provide documentation meeting the QSAS documentation criteria at the time of registration, they may be eligible for Express Intake and may (depending on the duration outlined on the documentation provided) receive permanent accommodations.
    • Permanent accommodations are set to expire in five (5) years from the time they were implemented
      • Permanent accommodations implemented in the:
        • Fall will expire five years from December 31
        • Winter will expire five years from April 30
        • Spring/Summer will expire five years from August 31
  • If students are unable to provide QSAS approved documentation at the time of registration, they will receive interim accommodations based on any documentation submitted (e.g., out of date psych ed assessments, high school Individual Education Plan information, etc.) if it is available and/or through a meeting with a QSAS Advisor
    • Students receiving interim accommodations must provide QSAS approved documentation before their accommodations expire at the end of the following term.
      • …Fall term expire at the end of Winter term (April 30)
      • …Winter term expire at the end of Spring/Summer term (August 31)
      • …Spring/Summer terms expire at the end of Fall term (December 31)
    • Students who do not present QSAS approved documentation before the end of the following term will not be able to access accommodations after that date.
    • Students can re-access accommodations any time after the expiry date by providing documentation meeting the QSAS Documentation Criteria.
    • Upon receiving QSAS approved documentation, students will receive permanent accommodations (or receive accommodations for the duration indicated on documentation provided)

Please read the QSAS Statement of Confidentiality to review the information we collect, and how we store and use this information in our service delivery to you.

  • Upload your documentation through our secure QSAS Intake Portal using your Queen’s NetID and password
    • Please ensure:
      • All pages of the appropriate assessments are included;
      • Documents are legible and dated correctly;
      • Documents include health provider's office stamp and/or signature

Experiencing technical difficulties? Email

  • If you receive an Express Intake introductory email from your QSAS Advisor, please review your Letter of Accommodations.
    • Students may book an appointment with their QSAS Advisor if they want to further discuss their accommodation needs.
  • If you receive an email asking you to book an appointment with QSAS Advisor, please use the self-booking link provided
  • It’s important to note that QSAS will only communicate with students through their Queen's email
  • Email if you need support with our registration process or have questions about documentation requirements

Students are responsible for providing their Letter of Accommodation (LoA) to their instructor or faculty contact person as soon as the letter is available.

Download Your LoA Notify Your Instructors

If a student does not follow the directions for sharing their LoA with their instructor or faculty contact person, any classroom accommodations outlined on the LoA will not be available to the student

  • In these situations, retroactively providing missed accommodations will not be possible
  • If these steps are missed, QSAS will not be able to advocate on the students behalf for missed accommodations

Booking an Appointment

Please email to book an appointment with your QSAS Advisor

Students without a Queen's NetID

If you do not yet have your Queen's NetID or have your Microsoft account set up through Queen's, please visit the IT Services website - attending Microsoft Teams meetings.

  • Scroll down and select "Meeting with External Attendees."
  • QSAS will include instructions for how to join your Phone or MT appointment in a confirmation email

Students are strongly encouraged to provide at least 24 hours’ notice if you need to cancel your appointment.

START-UP First-Year Transition Program 

START-UP is a recommended voluntary program that supports students with a disability during the transition from high school to university. It focuses on utilizing students’ strengths so they can be productive in this new learning environment. This program is available to all first-year students registered with QSAS.

This program offers students with opportunity to learn about…

  • …courses and managing course load
  • …specific learning strategies
  • …note-taking and note-making
  • …exam preparation
  • …time management
  • …essay writing
  • …effective communication and self-advocacy
  • …learning strategies

For more information and to register with START-UP, email Gail Eaton-Smith

Student Rights and Responsibilities

  • Equal access and equal opportunity to participate in the academic experience
  • Be treated with dignity and respect
  • Appropriate, individualized accommodation
  • Protection and security of their confidential information
  • Timely service provision, consistent with notice provided by the student
  • Prompt, equitable investigation and resolution of concerns

  • Notify the university, through QSAS, of the requirement for academic accommodation
  • Provide this notification as early as possible, respecting any administrative deadlines (e.g., term-specific deadlines to register for accommodated exams)
  • Provide documentation within the time frame that it is required
  • Notify QSAS immediately of changes in diagnosis or program of study (in those cases where the student would like these changes to be reflected in their accommodations)
  • Collaborate with QSAS staff, instructors or graduate supervisors, Faculty/School office staff, SGS or others, as necessary, to develop, implement and update academic accommodation plans
  • Share Letter of Accommodation (LoA) with your instructor/faculty contact person as soon as an LoA is received
    • QSAS cannot retroactively provide accommodations to any in class deliverable (i.e., test, exam, assignment) if this step is not completed.
  • Notify instructors in advance of deadlines with any intent to use an accommodation that would provide extra time, whether on assignments or on tests/exams.

Find out more about educators’ rights and responsibilities around accessibility.