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.

Registering 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

  • 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 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 expires at the end of Winter term (April 30)
      • …Winter term expires 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 Ventus Student 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 at the beginning of each term, as soon as the letter is available.

Access Your Accommodations Notify Your Instructors

If a student does not complete this step, QSAS cannot retroactively provide accommodations for any class deliverable in which accommodations were not provided.

Self-Booking an Advisor Appointment

  • You can book follow-up and intake appointments directly with your Advisor through the QSAS Portal.

Cancelling an Appointment

  • Cancelling an appointment can be done in the QSAS Portal.
  • You are encouraged to cancel with as much notice before the meeting as possible.
  • Cancelling with short notice is always preferred over simply not showing up.
    • A late cancellation may allow for a student on a waitlist to meet with an Advisor sooner.


  • Cancel the original booking (see Cancelling an Appointment above).
  • Book another appointment at the time that best suits your need.

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.