New Students to QSAS

Registering with QSAS 

We strongly encourage all students who start classes in September to register with QSAS in the summer.  Accommodation plans will be confirmed before fall classes start for students who submit their documentation and meet with their advisor by the last week of August.

You can register with QSAS if you answer YES to the following:

  1. You know your Queen's NetID and password
  2. You are requesting an appointment with QSAS for the first time
  3. Your disability documentation meets our Documentation Requirements

If you answer NO to any of the statements above, you are not currently eligible to register with QSAS. Please email the Intake Coordinator or call 613-533-2506 for advice and support.

  • Review the Disability Documentation Requirements. Select the disability category that best suits your disability, determine what documentation you need, and which health care provider should complete it. We recognize that students may have difficulties obtaining disability documentation during the COVID pandemic. We will accept minimal documentation in good faith to support interim accommodation planning for students who are unable to obtain the appropriate documentation
  • If needed, download the appropriate Disability Verification Form and have your health care provider complete it for you
  • Submit any supporting documentation (e.g., IEP) that may help describe you or your disability. Please note that this documentation on its own is not enough to secure academic accommodations at Queen's
  • If you are unsure which disability category best fits your situation, are still being assessed by your health care provider, or would rather not declare your disability category, please email the Intake Coordinator for support

  • Upload your documentation through our secure online intake portal using your Queen’s NetID and password
    • Make sure you include all pages of the appropriate assessments, documents are legible, correctly dated and includes the health provider's office stamp and/or signature

Experiencing technical difficulties? Email francis.semenuk@queensu.ca

  • If your documentation is sufficient, QSAS will email you with instructions about booking an appointment with an Accessibility Advisor
  • If more information is needed, QSAS will email you outlining what information is needed before we can proceed with your registration
  • QSAS communicates with students only through their Queen's email; please monitor it regularly
  • Email the Intake Coordinator at qsas.intake@queensu.ca or call 613-533-2506 if you need any support with our registration process or have questions about documentation requirements

Booking an Appointment

Once you have registered (see above section) and you have been instructed to book a QSAS advising appointment, please call 613-533-2506 to book as soon as possible. 

If you are unable to call for reasons of your disability, email accessibility.services@queensu.ca and we will do our best to book an appointment for you by email.

  • All QSAS appointments are currently being done either by phone or online via Microsoft Teams
    When booking an appointment, please let the receptionist know what option works best for you
  • Fall 2020 Appointment times, effective Sept. 1, Monday to Friday 8:30–4:30 pm

Microsoft Teams (MT) appointments occur over a secure network with high levels of encryption. The student or QSAS employee can decide not to use the video feature during an appointment. Neither the student, nor QSAS will use the recording function in MT during the appointment. The QSAS employee will end the appointment if you initiate the recording function. Neither the student, nor QSAS will use the chat function unless mutual, verbal permission is given. Verbal permission to use the Chat function will be noted in the students’ QSAS file. No private information should be placed in the chat.

Phone appointments originate calls through the University's phone system when possible, which has built-in security features. 

As with all communication technologies, these systems have potential risks including interruption, unauthorized access, and technical difficulties. Students or the QSAS employee may discontinue the appointment at any time if the communication medium is not adequate for either party. The appointment will be rescheduled using an alternative communication method.

Appointment Requirements

To help ensure a positive Phone or MT appointment please ensure the following:

  • Be in a private space and remain in a fixed location (e.g., not traveling in a vehicle) for your appointment
  • Identify any other individuals who will be present with you and whether they will be participating in the appointment
  • If you are using a mobile phone make sure you have a strong/reliable cellular signal, a charged battery or access to a charging outlet
  • For MT appointments, make sure you have high-speed internet and a computer equipped with a microphone and speakers or headphones. If you wish to use video (optional), you will need a webcam

Appointment Arrangements


QSAS will set up your MT appointment in one of two ways:

  1. Send you an invite through Microsoft Outlook

  2. Send you an appointment link to your email address (if you do not yet have a Queen's NetID)

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

Day/Time of Appointment

At the start of your appointment, QSAS will confirm that your space is sufficiently private and can be for the duration of the appointment.

For a MT appointment, QSAS will remind you of the following:

  • Video is optional
  • You can blur or change your background picture for enhanced privacy
  • If you are meeting with the START-UP Coordinator, they may request to "share their screen" to demonstrate a skill or share resources"

If you miss your appointment without cancelling, a $30 'No Show', fee will be applied to your SOLUS account.

  • Students must provide at least 24 hours’ notice of cancellation, or you will be charged a no-show fee
  • To cancel, call 613-533-2506 to speak to reception or leave a message (24/7)
  • Owing money for missed appointments does not prohibit you from accessing services

Letter of Accommodation

QSAS issues a Letter of Accommodation (LoA) for students with disabilities who are currently registered with our services. The LoA communicates to both students and the University the academic accommodations QSAS has approved for the student to support their equitable access to the learning environment. 

The LoA contains the following information: name of the student's QSAS advisor, the date when the listed accommodations were approved or renewed, the date when the listed accommodations will expire, the exam, classroom and/or placement accommodations for which the student is approved.  You can view a sample Letter of Accommodation here (PDF)

  1. Click “Download LoA” from our student management system
  2. Enter your Queen’s NetID and Password
  3. Ensure that the Current Term is displayed – e.g., SPRING, SUMMER, FALL
  4. Click the Request button
  5. Verify that your accommodations are correct (left side of screen)
  6. Check off all other courses to which your accommodations should apply
  7. If correct, select: “My Accommodations are Correct the Way They Are”
  8. Read the Consent for Exchange of Information & check “I Agree to Terms Outlined Above” at the bottom of the page
  9. Click Submit
  10. Click Get Letter. Your LoA will download as a PDF document

If you selected “I need additional accommodations” or “I need to change or remove an accommodation" in the Steps to Re-Register process, you will be prompted to book an appointment with your QSAS advisor. After revising your accommodations with your advisor, you may be approved for accommodations and can then download your Letter of Accommodation (LoA)

If you need changes to your accommodations or if your LoA appears blank, please contact your QSAS advisor for support.  Please know that Note-Taking does not appear on the LoA. QSAS arranges this support directly with your instructors

Experiencing technical difficulties?  Email francis.semenuk@queensu.ca

Next Steps
Students are responsible for conveying a copy of their LoA to academic departments or faculties. Please review instructions on how to notify your instructors below.

Notifying Your Instructors

Before proceeding, please download an electronic copy of your current Letter of Accommodation (LoA). Instructions for downloading your LoA can be found in the above section.

  • Students are responsible for providing a copy of their Letter of Accommodation (LoA) to each academic department or faculty in which they are enrolled in courses
  • Once you have your current LoA, find your faculty or academic contact information below which outlines what you need to do and who you need to contact. If you require support with this process, please speak with your Faculty Office or contact QSAS

Arts and Science

  • Instructor/Course Coordinator listed in syllabus

Arts and Science Online

Contact both:

Bader International Study Centre (BISC)

Biomedical and Molecular Sciences

Contact both:

  • Instructor/Course Coordinator listed in syllabus
  • Bachelor of Health Sciences – bhscexams@queensu.ca

Medicine

Contact both:

Nursing

For Academic Accommodations

  • Instructor/Course Coordinator listed in syllabus

For Practicum Accommodations

Cheryl Pulling – cheryl.pulling@queensu.ca

Occupational Therapy

For Academic Accommodations

Contact both:

For Practicum Accommodations

Physical Therapy

Academic Accommodations

Contact both:

For Practicum Accommodations

Commerce

Contact both:

Education

Engineering and Applied Science

Law

Helen Connop – helen.connop@queensu.ca

Master of Industrial Relations

Policy Studies

  

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.

Please note that this program does not provide accommodation planning or letters of accommodations which need to be done with a QSAS accessibility advisor (see below). To register with START-UP please email accessibility.services@queensu.ca or call 613-533-2506. 

Learn about:

  • Courses and managing course load
  • Program selection
  • Managing your disability
  • Accessing campus resources
  • Specific learning strategies
  • Note-taking and note-making
  • Exam preparation
  • Time management
  • Essay writing
  • Effective communication and self-advocacy
  • Learning strategies

Student Rights and Responsibilities

  • Equal access and equal opportunity to participate in the academic experience
  • Be treated with dignity and respect regarding their disability, accommodation and/or access needs
  • Appropriate, individualized accommodation 
  • Protection and security of their personal, health, disability and other confidential information
  • Timely service provision, consistent with notice provided by the student
  • Prompt, equitable investigation and resolution of complaints

  • Notify the university, through QSAS, with appropriate medical or other documentation of your need for academic accommodation due to functional limitations arising from a permanent or temporary disability/health condition
  • Provide this notification as early as possible, respecting any administrative deadlines (e.g., term-specific deadlines to register for accommodated exams)
  • Provide documentation from a regulated health care professional verifying the presence of a disability or health condition and describing the associated functional limitations; or provide documentation from a regulated health care professional verifying that you are being assessed for a disability or health condition, that symptoms are being monitored and that you are experiencing functional limitations as a result 
  • Notify QSAS immediately of changes in functional limitations 
  • Collaborate with QSAS staff, instructors or graduate supervisors, Faculty/School office staff, SGS or others, as necessary, to develop, implement and update your academic accommodation plan 
  • Collaborate with QSAS staff in communicating your accommodation plan to your instructors, graduate research supervisors, faculty administration, the Exams Office and others as appropriate and where classroom learning/evaluation accommodations are needed, with as much advance notice as possible
  • Notify QSAS immediately of difficulties in the implementation of any aspect of your academic accommodation plan

 

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