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A Welcome Crew mentor’s guide to requesting academic accommodations

From understanding your options to writing effective emails — Catherine Starr-Prenovost has you covered

Catherine Starr-Prenovost poses for a photo against a backdrop of trees on a sunny winter day. Catherine Starr-Prenovost is an undergraduate psychology student and a Concordia Welcome Crew mentor at the Student Success Centre

Right now, many of us are taking classes in various formats, and all of us are coming from unique personal contexts and perspectives. Sometimes your circumstances may affect your studies. It’s important to effectively communicate with your professors so you can give yourself the best chance of reaching your goals for academic achievement.

Having studied psychology at Concordia for five years and now being part of the Welcome Crew, I’ve learned so much about how best to connect with people. Here are my tips for asking for academic accommodation when you need it:

1. Know what you have the right to ask for

You might have heard about the new short-term absence form, but have you considered speaking to your instructor directly about your concerns? Take the time to check out the different grounds for requesting academic accommodations and potential solutions.

Pro tip: It’s a good idea to carefully read over the syllabus before you contact your teacher so you can stick to the questions they haven’t already addressed. If ever you feel unclear about what is expected of you, you always have the right to ask!!

2. Keep your communications clear

It’s up to you if you prefer to talk with your instructor during their office hours or email them. Check your syllabus to see how your prof likes to be addressed. Do they have a “Dr.” in front of their name? If you’re writing an email, include the course code in the subject line. (A course code is the abbreviation of the class subject: for example, FINA for Finance classes.) Begin by introducing yourself with your name and student ID number.

Keep your writing style formal and professional, like you’re writing a letter. Lastly, try to keep things concise and to-the-point. It’s important you feel you’ve wholly represented what you need to say, but you can save some details for later exchanges!  Jot down a few notes for yourself that you want to cover so you don't miss anything!

3. Take an open-minded approach

After reviewing the parameters about academic accommodation requests, you should have a better idea of what you can request that is reasonable and fair. Being clear about what you’re requesting is key. Approach your request with confidence that you can work with your professor to find ways for you to fulfil your course requirement. Sometimes even suggesting some ways you’re willing to make up an assignment/quiz differently in line with course requirements goes a long way in getting your professor’s approval.

There might be some negotiation depending on the constraints your instructor is working within given their job is to make sure an accommodation doesn't fundamentally alter the program or course objectives and expectations. Begin the conversation with a positive outlook and be open to what they are able to offer you. Assume that your prof is doing their best to support you, even though they might not be able to accommodate you in every way.

4. Things didn’t go as expected? Know where to turn next

Get in touch with your academic advisor to talk through all your other academic  options, including these ones:

If you feel like you’ve received unfair treatment, your go-to resource is the Ombuds office. They help with any concerns or complaints related to the application of university policies and guidelines.

Pro tip: Remember, the Student Success Centre’s Student Advocacy Office is also a great resource to help you navigate academic requests you need to make.

Staying flexible in times of change can be tricky. With these pointers, I hope you feel more confident and prepared to ask your instructors for the extra support you need.

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