Design a Student Accommodation Request Intake

Make the path easy to find

Students should not have to guess how to request an accommodation. Publish the path, the contact, and the information needed. A clear intake reduces the risk that a student discloses sensitive information to the wrong person or gives up.

The intake should explain what happens next, who reviews the request, and the expected timeline. Avoid promising a specific accommodation before the review. The student needs a realistic process, not a premature answer.

Collect only what is needed

Ask for the information required by the accommodation policy and no more. A request may include the course, the barrier, the requested adjustment, and the supporting documentation the policy requires. Do not ask for a diagnosis or medical history unless the policy specifically requires it.

Store the request in the approved confidential system. Limit access to the accommodation office and the people who need to implement the adjustment. Do not discuss the details in a general staff channel.

See how the related specialist service can support this operating lane while your team retains accountable decisions.

Route to the decision owner

The accommodation office or designated reviewer decides whether an adjustment is approved. An assistant can acknowledge the request, check completeness, and schedule the review. The assistant should not evaluate the documentation or promise an outcome.

If the request is urgent, follow the approved escalation path. Record the urgency reason and the owner who was contacted. Urgency does not remove the need for confidentiality or review.

Coordinate implementation

Once approved, the implementation may involve faculty, exams, housing, or platform access. Record the approved adjustment, the courses or services affected, the owner, and the effective date. Confirm that the people who need to act have received the approved information.

Do not share more detail than the implementation requires. Faculty may need to know the adjustment, not the underlying diagnosis. Use the approved communication template.

Continue with this related education workflow guide.

Review timeliness and access

Track requests by date, type, reviewer, and outcome. Look for delays in acknowledgement, review, or implementation. A slow implementation can be as harmful as a slow decision.

Sample closed requests and confirm that the student received a clear outcome and that the implementation was recorded. Protect confidentiality in the review file.

Pilot one request type

Start with one common request type, such as exam accommodations. Run the intake and implementation for one term. Review the student experience and the staff workload before expanding.

The goal is a process that is accessible, confidential, and accountable, not a general inbox that loses sensitive requests.

Common questions