Prospective or accepted students are welcomed and encouraged to contact AES with questions about the accommodation request process. To submit an accommodation request,  incoming first year students or transferer students must be confirmed at the University. 

Continuing students or confirmed first year/transfer students who wish to exercise their right to accommodations (provisions made to allow equal access to University programs) must formally request accommodations through AES.

While AES makes every effort to process accommodation requests as quickly as possible, the accommodation process can take up to 2-3 weeks from the time the Accommodation Request is submitted.  The processing time can vary based on a variety of factors including but not limited to:

• the volume of requests that our office is processing;
• the completeness of the documentation provided; and
• timely student action with responding to our communication/questions and signing required releases and forms. 

It is important to note that accommodations are not immediately granted and that we process requests on a rolling basis throughout the year based on order received.  Furthermore, approved accommodations are based upon the evaluation of the request; requested accommodations are not guaranteed.

Historically, we experience our largest volume of requests from the middle-to-end of each semester, and about a month before the Fall semester begins; which makes processing time longer during those periods.  It is recommended that you connect with us and begin the process early.  We appreciate your understanding and patience during these periods.

You need documentation of an approved disability completed by your medical or health provider.  Examples include but are not limited to:

• psychological or educational evaluation report
• completion of our AES-provided disability questionnaire, or
• a letter written by your provider on your provider's letterhead covering the information we need to evaluate your Accommodation Request.  (The questionnaire can serve as a guide for the information we need, if needed by your provider.)

If you are unsure of your documentation, ask our staff when you meet with them as part of the Accommodation Request process. 

Please note that we cannot accept documentation sent by email, fax, or postal mail; documentation must be submitted as a required attachment to the Accommodation Request form.  Additionally, we cannot accept documentation that has been filled out by the student or a student's relative.

No, the provider completing the documentation does not need to be based in Portland.  You are welcome to establish a provider in Portland, but your primary or local provider would be appropriate.  If you are an international student, your local provider is accepted, though, we request that your documentation be translated into English.

We cannot accept documentation that has been filled out by the student or a student's relative.

If you have deferred enrollment, you will need to contact AES when you re-enroll in order to initiate an Accommodation Request or activate an existing approved Plan at the time.

Some accommodations are time sensitive.  It is recommended that you act as quickly as possible in requesting accommodations, especially, if requesting accommodations that are time sensitive (housing, financial aid, etc.).

Accommodation requests need to be submitted at least 4 weeks prior to the start of the semester.  We will continue to accept and process requests on a rolling basis after that deadline but will not be able to guarantee your request will be processed prior to the start of the semester. 

Time sensitive accommodations approved after their deadline will be applied to the next semester.  Please contact AES if you have any questions or concerns.

Typically, no - accommodations apply to activities moving forward after the Accommodation Plan has been created and signed.  Therefore, it is important - when requesting accommodations - that you allow ample time for the request process.  We typically recommend submitting requests at least 4 weeks prior to the start of each semester to ensure any approved accommodations will be available to you by the start of the semester.

All students need to complete the same degree requirements.  However, students with language-based disabilities may request a substitution for the Bachelor of Arts (BA) foreign language requirement as a reasonable accommodation.  This is not a waiver of the requirement.

You will need to complete the AES accommodation request process and be approved for the accommodation.  It is highly recommended that you begin the request process as early as possible for the planning of program requirements.

Accessible Education Services (AES) is a semi-centralized model. Efforts to accommodate students with disabilities are coordinated through AES, but at the same time, much of the implementation is carried out by the students themselves.

During the first week of each semester, you should send each instructor a copy of your Accommodation Letter and set up appointments to meet with your instructors, preferably during their office hours (not immediately before/after class). In this meeting, you should talk about your AES accommodations and develop a plan for the semester (ex. class notes, exam support, etc.).   You do not need to disclose disability information to your faculty.

For students with approved accommodations PRIOR to the start of the semester, Accommodation Letters are sent to students’ University email on the first day of each semester. If you do not receive your accommodation letter contact AES immediately.

For students who have their accommodations approved AFTER the start of the semester, you will receive a copy of your letter once your accommodations are entered into our system.  You should then share your Accommodation Letter with your faculty and make arrangements for supporting your accommodations.

For students with an Accommodation Plan, no, you do not need to renew or reapply for accommodations each semester.  As long as you remain an actively enrolled student, your accommodations will roll over from semester to semester.  (Though, there are some accommodations that have processes that need to be taken each semester/year.)

If you take a leave of absence or go on a non-UP study abroad, you will need to inform us prior to your return to UP so we can reinstate your Accommodation Plan.  This notice is also needed prior to the start of the semester, so that you can receive your Accommodation Letter on the first day of the semester.

Students are always invited to meet with AES staff to talk about how their accommodations are working or to discuss modifying their existing Accommodation Plan.

For students with a Provisional Accommodation Contract, your Provisional Contract has an expiration date and does not roll over beyond the expiration date (see your contract for the end date).  You will need to contact AES to discuss continuing your Provisional Accommodations beyond the expiration date.

Students requesting the Meal Plan Exemption accommodation will need to follow the appropriate course of action below:

New Students Starting at UP for Fall Semester (First-Year/Transfer) - you need to submit your AES Accommodation Request by August 1; we highly recommend that you do so as soon as possible.

Continuing Students at UP Making Initial Request - you need to submit your AES Accommodation Request by June 1, to afford time for the request process and ensure a meal plan charge is not applied to your July invoice.

New Students Starting at UP for Spring Semester (First-Year Deferred/Transfer) - you need to submit your AES Accommodation Request by December 15.

Students who are already approved for Meal Plan Exemption and seeking additional information and guidance, please visit the Meal Plan Exemption page on your Moodle hub.

Our office is located on the first floor of Buckley Center (BC 163).

Our office hours are Monday-Friday, 8:30am-4:30pm.

Our phone number is 503-943-8985

Our general email is aes@up.edu (and we strive to reply to messages within 24 business-hours)

You can also make an appointment with our staff using our online calendars found on our Contact Us page.

Yes! We have social media accounts on Instagram and Twitter (@UPortlandAES). 

It is not a requirement for students to "follow" us and personal documentation/information should not be shared with our social media accounts.

Our posts will be publicly visible and intended to educate, share applicable information, and provide resources while increasing our visibility in the campus community.  We invite all members of the UP community (students, staff, faculty, parents/families, neighbors) to join us!

No. Once you provide disability documentation to the university, it becomes part of your education record and is protected by FERPA (Family Educational Rights and Privacy Act), not HIPAA.

HIPAA (Health Insurance Portability and Accountability Act) is a federal law that protects health records held by health care providers, but it does not apply to disability services records at the university, as these are educational records under FERPA (Family Educational Rights and Privacy Act).

FERPA (Family Educational Rights and Privacy Act) protects the privacy of your education records, including disability accommodation records. These records cannot be shared outside of Accessible Education Services without your written consent, except in limited circumstances allowed by law.

No. While family and other support people can be an important part of your support network, the accommodation process is centered on you as the student. Under the Family Educational Rights and Privacy Act (FERPA), you are considered an adult responsible for managing your educational records, including disability documentation and accommodation requests.

An educational record includes records maintained by the university directly related to a student, such as grades, class schedules, and disability accommodation information. Disability documentation is part of your educational record but is kept separate from academic transcripts to protect privacy.

Only Accessible Education Services staff and other university officials with a legitimate educational interest in supporting your accommodations can access your disability records. Professors only receive an accommodation letter and do not see your diagnosis or medical details.

No. Professors only receive information about your approved accommodations. They do not see your medical documentation, and your grades are never affected by your disability records.

No. Disability documentation is kept separate from financial aid files and has no effect on your eligibility for financial aid.

No. Accommodations are confidential and do not appear on your transcript or diploma. Graduate programs or employers will not know about them unless you choose to disclose that information.

No. Even if your parents have a FERPA proxy for your academic or financial records, they cannot access your disability documentation without a separate, specific release from you.

FERPA allows limited sharing without your consent in certain cases, such as when a school official has a legitimate educational interest, during a health or safety emergency, in response to a court order or subpoena, or for government audits.

Records are typically kept for at least 5 years after your last use of services or separation from the university.

Your records are stored securely and separately from other student files, with access limited to those with a legitimate educational need under FERPA.

Yes. Under FERPA, you have the right to inspect and request copies of your disability records. Contact Accessible Education Services to start that process.

Professors only see your approved accommodation letter. They do not see your diagnosis or any supporting documentation.

Privacy laws protect your personal information. Professors only need to know the accommodations you are eligible to receive, not your medical details.

You are not required to share medical or diagnostic details. If a professor has questions, they should contact Accessible Education Services directly.

It is your choice whether to use accommodations. However professors are notified about approved accommodations each semester to appropriately prepare to facilitate your accommodations if you choose to use them.

You only need to share enough to document the disability and its functional impact. Staff can help you identify what is relevant.

Federal law requires documentation to confirm a disability and justify reasonable accommodations through an interactive process.

Yes, it is your choice, but what you share affects what accommodations can be approved. Providing thorough documentation helps Accessible Education Services support you fully.

If your documentation does not meet the requirements, AES will work with you to obtain additional information or clarification to support your accommodation request. The goal is to ensure that accommodations are appropriately tailored to your needs.