Grievance Policy : Policies : Office of Disability Resources : University of Rochester

Grievance Policy

Student Accommodation Grievance and Review Procedure

Last updated: August 25, 2026

Students who request an accommodation on the basis of disability through the University of Rochester’s Office of Disability Resources (“ODR”), and who then disagree with an accommodation determination made by ODR, may request review of that determination under this Student Accommodation Grievance and Review Procedure (the “Grievance Procedure”).

Faculty and Instructor Concerns

This Grievance Procedure is intended solely for students who disagree with an accommodation determination made by ODR. Instructors who believe that a proposed accommodation would fundamentally alter an essential requirement of a course or program should promptly notify ODR. ODR will consult with the instructor, relevant academic administrators, and other appropriate University personnel before making a final accommodation determination.

Important Information about the Review Process

The University provides both informal and formal processes, described in more detail below, to attempt to resolve a student’s dispute with an accommodation determination.
Students are encouraged, but not required, to seek Informal Resolution with their Access Coordinator under Step 1 before requesting Administrative Reconsideration under Step 2.
A student must, however, complete the Administrative Reconsideration process in Step 2 before requesting Formal Review under Step 3.
The University will make reasonable efforts to complete each stage of review promptly, particularly when the timing of a decision may affect the student's access to an ongoing course, program, or University activity.  When circumstances require a more immediate determination to avoid an interruption in access, ODR may expedite the review process as appropriate.
A student request for review will not, by itself, affect accommodations already approved by ODR, which will remain in effect during the review process.
Participation in this Grievance Procedure does not preclude a student from pursuing rights or remedies that may be available under applicable law.

Review Timelines

The timelines described below assume that the University has received the information reasonably necessary to complete the applicable review. If additional information or documentation is needed to complete the review, the student will be notified of the information requested and whether additional time will be needed to complete the review.

Review Process

Step 1:  Informal Resolution with Access Coordinator

A student who disagrees with an accommodation determination is encouraged to contact their Access Coordinator in writing to discuss their concerns and seek Informal Resolution.
The student or Access Coordinator may request a meeting to discuss the determination. The student may also submit additional, relevant information or documentation they would like to be considered as part of the Informal Resolution review.
The Access Coordinator will work with the student, the instructor (if applicable), and other appropriate University personnel and make every effort to resolve the disagreement informally.   
The Access Coordinator will review the disputed accommodation and any additional information submitted for consideration.  The Access Coordinator may also consult with ODR professional staff, including other Access Coordinators and the Director, during a case conference as part of the Informal Resolution process.
The Access Coordinator will provide a written notification of the outcome of this review within fifteen (15) business days of receiving the written request for Informal Resolution.
If a student remains dissatisfied with the determination after attempting Informal Resolution with their Access Coordinator, they may submit a request for Administrative Reconsideration by the Director of Disability Resources.

Step 2: Administrative Reconsideration by the Director of Disability Resources

A student may request Administrative Reconsideration of an accommodation determination by submitting a written request to the Director of the Office of Disability Resources (the “Director”). A student who pursued Informal Resolution under Step 1 may request Administrative Reconsideration if they remain dissatisfied with the outcome of that process. 
A request for Administrative Reconsideration should ordinarily be submitted within 60 calendar days of notification of the accommodation determination or, if the student pursued Informal Resolution under Step 1, within 30 days of notification of that outcome.
The request for Administrative Reconsideration should identify the accommodation determination being disputed and explain why the student believes the review is warranted. Students may submit any additional information or documentation they would like to be considered as part of the Administrative Reconsideration review. The Office of Disability Resources’ guidelines for documenting a disability are located at Guidelines for Documenting a Disability. 
The Director may request a meeting with the student and may request additional information or supporting documentation as needed to complete this review. 
As part of the Administrative Reconsideration process, the Director may consult with ODR professional staff during a case conference.
The Director will ordinarily notify the student in writing of the outcome within fifteen (15) business days of receipt of the request for Administrative Reconsideration. If additional time is needed to complete the review, the student will be notified in accordance with the Review Timelines provision above.
If a student remains dissatisfied with the outcome of the review at this stage, they may pursue a Formal Review by submitting a request for Formal Review to the Associate Vice Provost of Disability Compliance within seven (7) business days of notification of the Administrative Reconsideration outcome, described further in Step 3, below.

Step 3: Formal Review by the Associate Vice Provost of Disability Compliance and Eligibility Assessment Committee

Before requesting a Formal Review under this step, a student must complete the Administrative Reconsideration process described in Step 2, above.
To request a Formal Review, the student must submit a written request for Formal Review to the Associate Vice Provost of Disability Compliance within seven (7) business days of notification of the Administrative Reconsideration outcome.  
The Associate Vice Provost of Disability Compliance may request a follow-up meeting with the student as a part of the decision-making process.  
If the matter can be resolved by the Associate Vice Provost of Disability Compliance without the need to convene the Eligibility Assessment Committee (the “Committee”) to review the matter, the Associate Vice Provost will notify the student in writing of the outcome within ten (10) business days of receiving the Request for Formal Review.
If the matter cannot be resolved through the Associate Vice Provost's initial review, and the Associate Vice Provost determines that Committee review is necessary, the Committee will ordinarily be convened within ten (10) business days of that determination.
ODR Access Coordinators and the Director may provide general information regarding the initial accommodation determination and implementation of accommodations; however, Committee members will not include individuals who made or materially participated in the accommodation determination or reconsideration being reviewed.
Relevant academic administrators, faculty members, or representatives of the University department or program affected by the requested accommodation may be asked to provide information to the Committee.
Information regarding a student's disability will be shared with Committee members and other University personnel only to the extent necessary to conduct the Formal Review.
The Committee will review the accommodation request, supporting documentation, the request for Formal Review, applicable University policies, and any additional relevant information. The Committee will also consider the accommodation determination being disputed, including whether the accommodation requested by the student reasonably and appropriately addresses a disability-related barrier to equal access. The Committee will conduct its review consistent with applicable University policies and applicable legal authority.
The Associate Vice Provost, informed by the Committee, makes the University's final determination based on the record before them.
The Associate Vice Provost will render a decision within ten (10) business days after the Committee is convened and inform the student in writing regarding the outcome.
The Associate Vice Provost's written determination constitutes the final decision under this Student Accommodation Grievance and Review Procedure.

Disability Discrimination, Harassment, and Retaliation

The Student Accommodation Grievance and Review Procedure is intended to address disputes regarding ODR accommodation determinations. Allegations of disability discrimination, harassment, retaliation, or other conduct prohibited by the University of Rochester’s Policy Against Discrimination, Harassment, and Discriminatory Employment/Services Practices (PADH) are addressed through the procedures established under that policy. Read the full PADH policy >