1. Disability Services Referral SOP Faculty
Presentation subhead
Implemented: April 7, 2010
Authored by: Justin O’Sullivan

2. Meet the Center for Disability Services (CDS) Staff
Justin O’Sullivan
Manager of Disability Services
Tiffani Ashline
Senior Disability Services Associate
JoAnna Navarro-Pereira
Disability Services Associate
Denise West
Disability Services Associate

3. Purpose/Mission: KU Center for Disability Services (CDS)
Kaplan University is committed to providing opportunities for higher education to students with disabilities and to making the online programs, activities, and facilities at the University fully accessible to students with disabilities. All accommodations for students with disabilities are handled via the Center for Disability Services (CDS), a division of the Academic Success Center (ASC).
Kaplan University makes every effort to provide reasonable accommodations to students presenting a documented disability. In compliance with Section 504 of the Rehabilitation Act of 1973 and the implementing regulations 34 CFR part 104 (barring discrimination on the basis of disability), and the Americans With Disabilities Act (ADA) of 1990 and the implementing regulations in 29 CFR part 1630 (1992), Kaplan University has established specific guidelines for students seeking accommodations in our online programs.

4. Process for Referring a Student to the CDS
1. A student self-discloses a disability to an Instructor (INST). (Under no circumstances should an INST solicit this information—the student must voluntarily self-disclose their disability to be referred to the CDS.)
2. Upon the student making a self-disclosure, the INST must inform the student that KU has a Center for Disability Services (CDS).
a. The INST initiates a referral to the CDS via at
b. The CDS will reply via to the instructor confirming receipt of referral.
c. The CDS will contact the student via within 1-2 business days.
d. If the student both qualifies for and wishes to receive accommodations, accommodation letters will be sent directly to the student’s instructor(s) from the CDS at the beginning of each term. If the student initially registers with the CDS during the middle of a term, accommodation letters are sent to the student’s instructor(s) at that time. Accommodations are not retroactive.
3. The INST must be aware of all of the following prohibited actions, in working with a student who discloses a disability:
a. The INST must NOT discuss specific accommodations with the student—this area is the domain of the CDS.
b. The INST must NOT request or accept any verification documentation from the student—this information is confidential and will be requested by the CDS directly.
c. The INST must NOT generate notes within our shared systems (i.e. Orion/Artemis), which disclose a student’s specific disability or the fact that a student has a disability—it is a FERPA violation to indicate that a student has a disability within our shared systems. Such caution should also be exercised when initiating instructor concerns.

5. Process for Referring a Student to the CDS
An Example Scenario
Upon a student voluntarily self-disclosing his/her disability to an instructor (perhaps in an correspondence), the following verbiage will help guide an instructor to formulate an appropriate yet sensitive response to the student.
Dear Student,
Per your recent correspondence, I recall that you self-disclosed a disability. I want to ensure that you are aware of the Kaplan University Center for Disability Services (CDS). I will be asking the CDS to reach out to you via to inquire whether you would like to discuss the possibility of registering with the CDS, in which to receive reasonable accommodations. Registering with the CDS is strictly voluntary. Regardless of your decision, your privacy comes first and all correspondence will be kept confidential.
Sincerely, Your Instructor

6. Eligibility and Verification
To be eligible for an accommodation, a student must have:
1. A disability, as defined by the ADA, that substantially limits a major life activity and subsequently necessitates a reasonable accommodation,
2. Documentation on file with Kaplan University that supports the need for the requested accommodation, and
3. Medical documentation to substantiate the disability and how the accommodation will assist the student.
Verification of Disability
Kaplan University cannot provide an accommodation until the student’s disability has been verified by a qualified medical professional or other appropriate health care professional.
A student with a learning disability must submit recent comprehensive evaluation results including cognitive and achievement test scores.
The Center for Disability Services (CDS) will be responsible for notifying the student’s instructors of the specific accommodation approved by the University.

7. Questions for the CDS?
Instructor’s may contact the CDS to discuss a disability situation prior to or in addition to sending a referral. The CDS may be reached via at or via phone at
For escalations and emergencies, an instructor may contact Justin O’Sullivan, Manager of Disability Services, directly via at or via phone at

8. Faculty Guide for Communication with Disabled Students
Event Do
Do Not
Student self-discloses a disability.
Thank the student for sharing the information, and inform the student that KU has a Center for Disability Services (CDS).
NEVER solicit information from a student or ask if s/he has a disability. It is the student’s responsibility to self-disclose.
For example, do NOT ask “Do you suffer from PTSD?”
Student self-disclosed a disability, and has subsequently been informed KU has a Center for Disability Services (CDS).
Instructor initiates a referral to the CDS via at
The CDS will reach out to students via within 1-2 business days of receiving the referral from the Instructor.
Do not give out CDS contact information to a student.
*Do Not* discuss potential accommodations with a student—each student is different. Some may not qualify for accommodations. Specific accommodations cannot be predicted or guaranteed.

9. Event Do
Do Not
Student becomes emotional when discussing his/her disability.
Validate the student’s concerns/feelings, and always thank them for sharing the information.
Explain to the student that, although you are not able to assist him/her personally with disability services, you would like to support him/her by referring him/her to the CDS. Attempt to refocus the conversation.
Get coaching help from a Department Chair if you are uncertain about how to handle this situation.
Do not ignore the student’s issue or inflame the situation.
Do not dwell on the student’s issue or disability.
For example, do not say “Oh, how terrible! I’m not sure what I would do in your place!”
Do not ask about specifics of the disability. For example, do not ask “What are your symptoms? What meds are you taking?”
Student becomes upset when the CDS is mentioned or does not want to identify themselves as “disabled,” despite self-disclosing a disability.
Reassure the student that you would like to support him/her and that the CDS referral is strictly voluntary.
For example, say “I certainly don’t want to upset you.  It’s my duty to support you however I can, with all the resources we have, and to ensure that you are successful.  I want to see you get that degree!  I am required to mention the CDS if a student tells me that he/she has PTSD (or other disability).  Contacting the CDS is strictly voluntary, and you are no way required to do so.  I appreciate you telling me about your circumstances—we’re in this together!  How best can I support you moving forward?”
Do not allow the conversation to escalate. If the student is severely upset, please consult a Department Chair.

10. Address: 6301 Kaplan University Avenue Fort Lauderdale, Florida 33309
Event Do
Do Not
Student mistakenly submits documentation regarding a disability to the Instructor.
Ask the student whether or not s/he has been registered with the CDS. If yes, have the student relay any documentation of a disability directly to the CDS.
Fax: (Toll Free)
Address: 6301 Kaplan University Avenue
Fort Lauderdale, Florida 33309
Do not request/accept documentation verifying a disability directly from a student.
Do not give CDS contact information to a student who has not been referred formally to the CDS.
If the student states that s/he has not been in contact with the CDS, then you may ask if the student would like you to refer him/her.
Student’s concerns about a disability/CDS have been addressed during a conversation.
Continue with the “business at hand” after the disclosure of a disability.
Do not discuss the subject of a student’s disability during future correspondence or conversations.

11. Additional Information: Support Resources and FERPA
Always direct students to Kaplan University’s student support resources, such as the Kaplan University Writing and Math Centers, via KU Campus and the Academic Success Center.
Family Educational Rights and Privacy Act (FERPA): For further details about FERPA, instructors can visit the United States Department of Education's website: •
The University of North Texas also has a tutorial on their website: •