Faculty and Administrator Guidance
Commitment to Access
Meharry Medical College provides equal access to educational programs for students with disabilities. Federal laws, including the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act, require institutions to ensure that qualified students with disabilities have access to programs, services, and activities.
SAO coordinates the process for determining reasonable accommodations and works with faculty and administrators to support accessible learning environments across classroom, housing, laboratory, and clinical settings.
Student Accessibility Office (SAO) Overview
- Reviews documentation and determines reasonable accommodations
- Coordinates the interactive accommodation process with students, faculty, and administrators
- Guides accommodation implementation across classroom, laboratory, clinical, and campus environments
- Supports accessibility in housing, student life, and campus engagement
- Promotes accessible and inclusive practices across Meharry Medical College
Syllabus Accessibility Statement
Faculty are essential in reinforcing the Meharry Medical College’s commitment to accessibility. Include the following statement in all course syllabi:
Students Requiring Accommodations: Meharry Medical College is committed to the Rehabilitation Act of 1973, Section 504, and the Americans with Disabilities Act in creating an accessible community for students with disabilities. Students seeking academic accommodations or accessibility support for a diagnosed or suspected disability should contact the Student Accessibility Office (SAO). SAO tailors accommodations to meet the needs of each student with a documented disability and does not provide accommodations retroactively. Contact SAO at 615.327.6312 or studentaccessibility@mmc.edu.
Understanding Accommodation Letters
Students may request academic accommodations at any point during their enrollment. When students complete the approval process, SAO issues an accommodation letter to faculty, administrators, and personnel directly involved in implementing accommodations.
Faculty and administrators should:
- Recognize that students may request accommodations at any time
- Understand that SAO may issue accommodation letters during a semester, rotation, or housing cycle
- Aim to coordinate and implement all approved accommodations within one week
- Contact SAO with any questions about implementing accommodations, and do not resolve them independently
- Know that SAO determines accommodations; faculty and administrators do not approve or deny them
Common Academic Accommodations
Common academic accommodations include:
- Extended time on examinations/quizzes
- Reduced-distraction testing environments
- Use of assistive technology
- Note‑taking support
- Accessibility of course materials (PDFs, PowerPoints, videos)
- Captioning or transcription expectations when accommodations exist
- Working with IT or instructional support when accessibility barriers arise
Some academic accommodations require collaboration with faculty and administrators to determine the appropriate methods of implementation. Accommodations related to attendance and deadline flexibility may require interactive planning. These accommodations do not provide unlimited time to submit assignments or unlimited absences. SAO can provide support and facilitate discussions related to attendance and deadline flexibility.
Examples may include:
- Attendance adjustments related to disability-related medical needs
- Clinical or laboratory modifications
- Limited flexibility with deadlines in appropriate circumstances
Fundamental Alteration and Course Integrity
Accommodations provide access to educational and college experiences. They do not lower academic standards or alter essential program requirements. Faculty expertise plays an important role in determining whether the requested accommodation would fundamentally alter a course or clinical experience. When questions arise, faculty must consult SAO before making decisions about implementation.
Privacy of Student Disability Information
Student disability information remains private. SAO does not disclose disability information within accommodation letters and only provides information about approved accommodations.
Faculty and administrators should:
- Discuss accommodations privately with students
- Use accommodation information only for implementing approved accommodations
- Share information only with personnel who have a legitimate need to assist in implementing accommodations, if necessary
Faculty and administrators should not:
- Request medical documentation from students
- Ask students to disclose details about their disability
- Share disability information with classmates or others without a legitimate need to know
- Publicly discuss accommodations
Supporting Students: Differentiating Accessibility Needs and Academic Skills
Students may experience academic challenges that are not related to disabilities.
Faculty and administrators should:
- Support students using appropriate Meharry Medical College resources and strategies
- Refer students to the Center for Academic Success and Achievement (CASA) for tutoring and skill development support
- Refer students to Counseling and Well-being Services when appropriate
If concerns persist despite these supports, faculty may contact SAO directly or refer the student to our office.
Supporting Students with Short-Term Injuries, Illnesses, or Pregnancy Complications
SAO supports students with temporary or episodic conditions, including pregnancy-related conditions, and works in collaboration with the Title IX Coordinator. Referral to SAO is appropriate even when a condition is short-term.
Housing and Residential Accessibility
Accessibility extends beyond the classroom and may include campus housing. SAO may approve students with housing-related accommodations such as:
- Accessible room assignments or locations
- Environmental adjustments
- Housing modifications related to medical or disability needs
- Emotional Support Animals (ESA)
SAO coordinates housing accommodations in collaboration with Housing and Residential Life. Faculty and administrators should refer students with housing concerns to SAO.
Service Animals and Emotional Support Animals (ESAs)
Students with disabilities may bring a service animal, as defined by federal law, onto campus. The animal must be housebroken and under the handler’s control at all times. While registration is not required, students are encouraged to voluntarily notify and register their service animal with SAO to help ensure a smooth and supportive campus experience. Students with service animals are not exempt from local animal control or public health requirements.
Students requesting an ESA in campus housing must complete the ESA Request Packet and provide documentation verifying a disability-related need for the animal. ESAs may not reside in housing until SAO approves and submits the written approval. SAO requires an annual ESA renewal process, which includes providing SAO with updated vaccination records.
Key points:
- Generally, service animals are permitted in public campus spaces
- ESAs are approved for campus housing and may not be permitted in all campus areas
- SAO manages approval for ESAs and voluntary registration of service animals
Faculty and administrators should:
- Not request documentation or details about a student’s disability or condition
- Refer any questions or concerns to SAO and/or Campus Housing and Residential Life
- Maintain a respectful and inclusive environment
Questions and Support
Contact SAO if you have further questions about accommodations, accessibility, or implementation.
- Email: studentaccessibility@mmc.edu
- Phone: 615.327.6312
SAO works collaboratively with faculty and administrators to support accessible access while maintaining the academic integrity of Meharry Medical College programs.