An accommodation is a specific modification or adjustment to an existing standard rule or practice within a youth activity, such that the youth with a disability can enjoy equal opportunity to participate. An accommodation statement should be included on program announcements, registration materials and other publications; sample statements are available on DSO’s website. Typically, the statement directs a parent or guardian to contact a program representative to request an accommodation.
Youth engagement Acknowledgment of Risk forms offer a basic template to describe your activity, the requirements and risks involved, and invite parents and guardians to make an accommodation request. You may customize this section per instructions in the AOR template.
Solicit accommodation requests from all participants ahead of the start of the program in order to have time to meet the requests. Contact the UW Disability Services Office (DSO) if you receive a request that you are not sure how to meet or want to consult on. Honor all requests and never decline a request without consultation with and approval from DSO.
Disability Services Office | https://hr.uw.edu/dso| dso@uw.edu | 206-543-6450
Most youth program participants are considered members of the public, not students. The Disability Services Office (DSO) responds to accommodation requests from employees and members of the public, including participants of youth activities. DSO is available to assist youth programs in determining and implementing appropriate accommodations.
Certain accommodations are required by law or regulation (e.g., the Americans with Disabilities Act), while other accommodations may improve a participant’s experience but are not legally mandated. It is the role of DSO – and, in limited circumstances, the UW Division of the Attorney General’s Office (AGO) – not the youth program, to evaluate a parent or guardian’s request for accommodation. Programs should not make blanket statements about the availability of specific accommodations, but instead must consider each request individually, seeking guidance from DSO as appropriate.
When a request for accommodation is received:
- If program staff can fully accommodate the request, they may notify the requestor and implement the accommodation without involving DSO.
- Programs may proceed if staff have no questions about how to effectively implement the accommodation, and if they can consistently do so for all similar requests.
- Commonly-requested accommodations or those that represent only minimal modifications to existing practices may fit this scenario.
- If program staff are unsure how to accommodate the request or feel they do not have adequate resources to do so, they should consult with DSO. Programs are encouraged to involve DSO as early as possible.
- When in doubt, programs should consult with DSO.
Youth program staff should never decline a request for accommodation unless told it is appropriate to do so by DSO.
- Denying an accommodation requires evidence that the accommodation would impose an undue hardship on the University or result in a fundamental alteration to the nature or operation of the institution, program, course, service, or activity. The determination that a requested accommodation presents undue hardship or fundamental alteration must be made by DSO and, as needed, the AGO. This determination must never be made by a youth program.
- Denying the requested accommodation is different from denying any accommodation. In some circumstances, DSO and/or the AGO may determine that the appropriate accommodation for the participant and the program is different than the one originally requested.
- If DSO and/or the AGO determine that a request should be denied, they will convey the rationale for this decision to the youth program and OYPC in writing. The youth program, as the representative of the University, will then notify the requestor of the decision, including the rationale for the determination and any alternative accommodations available.
Programs should document all accommodation requests they receive. Documentation should include the accommodation requested, a summary of any consultation undertaken, the accommodation offered and a rationale for that decision, and any response from the requestor.
Roles and responsibilities in the accommodations process:
Youth program
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- Plan your program activities using Universal Design principles, incorporating features to make your program accessible for all participants, regardless of ability.
- Include accommodation statement in all announcements and/or registration materials.
- Promptly consider all accommodation requests
- Consult with DSO regarding questions or requests the program feels unable to immediately accommodate
- Communicate all accommodations decisions to requestors, following consultation with DSO when needed
- Document all accommodation requests received, determinations made, and accommodations provided
- Implement all appropriate accommodations, following guidance provided by DSO
DSO
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- Review all accommodation requests forwarded by youth programs
- Consult with AGO and other partners as needed
- Determine and communicate appropriate accommodations to youth programs and OYPC in writing
- For any declined accommodation requests, provide youth program and OYPC written documentation of rationale and any alternative accommodations deemed appropriate
- Assist youth programs in identifying or securing resources available to implement identified accommodations (e.g., referral to interpreter)
OYPC
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- Assist youth programs in connecting with DSO, AGO, and other University units/programs for assessment of and response to requests for accommodation
- Assist youth programs in identifying and connecting to services to support implementation of accommodations
- Maintain general knowledge of declined accommodation requests (via written communications from DSO and youth programs) to facilitate consultation and consistent practices among youth programs
Additional resources: