Accommodations & Accessibility

Academic accommodations are changes or supports that help remove disability-related barriers in a student’s learning environment. These adjustments give students with disabilities or ongoing medical conditions a fair and equal opportunity to participate in academic activities and meet essential course and program requirements.

Accommodations don’t alter the core objectives of a course or lower academic standards. They simply provide different ways for students to access learning and show what they know.

Email access@stmu.ca if you:

• Are a student with a diagnosed disability
• Suspect you may have a disability
• Have a temporary disabling condition
• Received accommodations or had an IPP in high school

Important: High school IPPs or ISPs alone usually do not meet the documentation requirements at the post-secondary level. However, they can be helpful to learn about how you learn best. Students need to provide up-to-date documentation that clearly supports the need for accommodations.

If you do not have up-to-date documentation or are unsure what you need, please contact Accessibility Services. We can guide you through the requirements, how to get an assessment if needed, and any funding supports that may help with the cost.

Since accommodations are based on individual needs, students are encouraged to contact the Academic Access Coordinator in the spring or early summer to discuss their accommodations and to ensure that they have the necessary documentation. Click here to book an appointment

Step 1: Self-Identification

• In post-secondary education, accommodations from high school do not automatically carry over. Students need to take the first step by contacting Accessibility Services directly to start the process.

Step 2: Documentation

• Students need to provide current documentation that explains how their disability or condition affects learning. This could be a psychoeducational assessment, a medical note, or a mental health diagnosis. If you’re unsure what is acceptable, our Accessibility Services staff can help you determine what’s required.

Step 3: Intake Meeting

• Students meet with the Academic Access Coordinator for a supportive conversation to review documentation and discuss what has worked well for them in the past. Together, we develop an accommodation plan that fits the student’s program and learning needs.

Step 4: Accommodation Letter

• Once approved, we prepare an Accommodation Letter that outlines the student’s accommodations. With the student’s consent, this letter is shared with instructors so they can put the supports in place. The letter does not share any diagnosis or personal details, only the approved accommodations

Step 5: Ongoing Support

• Accessibility Services stays connected throughout the term to adjust accommodations. Supports can be changed as a student’s needs change.

Accommodations are personalized based on each student’s disability and documentation. Examples of accommodations may include:

• Course materials in alternative formats
• PDF textbooks
• Accessible versions of lecture slides or notes
• FM systems or other hearing supports
• Permission to audio record lectures (with agreement)
• Extra time for tests and exams
• A quiet or low-distraction exam space
• Use of assistive technology (e.g., screen readers, speech-to-text software)

These supports are designed to reduce barriers, not to give an unfair advantage, so students can fully engage with their coursework.

To access academic accommodations at St. Mary’s University, students need to provide current documentation that clearly supports the need for accommodations. This helps us understand your specific barriers and determine what supports are reasonable and appropriate.

Acceptable documentation may include:

• • A recent psychological or psycho-educational assessment completed by a qualified professional
  • A Verification of Disability form completed by a licensed medical professional
  • A medical letter or specialist report that outlines the diagnosis (if applicable), functional limitations, and recommended supports
  • For some short-term or temporary conditions, a doctor’s note describing the nature and expected duration of the condition may be accepted

Important: High school IPPs or ISPs alone usually do not meet the documentation requirements at the post-secondary level. However, they can be helpful as part of your history when combined with professional medical documentation.

If you do not have current documentation or are unsure what you need, please contact Accessibility Services. We can guide you through what is required, how to get an assessment if needed, and any funding supports that may help with the cost.

At the start of each new term, St. Mary’s University students with approved accommodations must complete the Accommodation Registration Form sent to your StMU email. This form lets you activate your accommodations for the term by selecting the courses you want accommodations and confirming which accommodations you plan to use.

Once you’re registered StMU’s Accessibility Services, you can book your accommodated test online through this link here: Book My Accommodated Test

You must:

• Be registered with StMU’s Accessibility Services
• Book at least 3 business days in advance of your test
• Submit a separate form for each test you need to write
• When booking, please include:
  • Course name and instructor
  • Date and time your class is writing
  • Accommodations you plan to use (e.g., extra time, computer)
  • Speech to Text Dictation Accommodation (STT): If you need Speech to Text for your test and have that as an accommodation, you must book your test 7 days in advance to arrange space accommodations
  • Memory Aid: If you plan to use a memory aid, please connect with Jenna about the memory aid procedure at jenna.walker@stmu.ca. A Memory Aid must be submitted 3 days before your test to be reviewed and approved by your instructor

Tests must be written at the same time as the class unless alternate arrangements have been approved in advance.

Students with documented permanent disabilities may be eligible for financial support through provincial and federal funding programs. Through Alberta Student Aid, you can access both federal and provincial grants.

You may be eligible for:

• Canada Student Grant for Students with Permanent Disabilities – up to $2,800 per loan year for living and education costs; you’re automatically assessed if you indicate a permanent or prolonged disability (PD/PPD) on your application
• Canada Student Grant for Services and Equipment for Students with Permanent Disabilities – up to $20,000 per loan year to cover assistive services or equipment; requires a completed Schedule 4 form, vendor quotes or cost breakdowns, and reconciliation of receipts
• Alberta Grant for Students with Disabilities – up to $3,000 per loan year for exceptional costs (e.g., specialized transportation, assistive technology); also requires Schedule 4 and receipts

To qualify:

1. Apply for student aid at studentaid.alberta.ca and answer “yes” to having a permanent or prolonged disability (PD/PPD).
2. Submit the Schedule 4 form with current professional documentation (e.g., psycho-educational assessment, Verification of Disability form, or specialist’s report). We can help you with this!
3. Be enrolled full- or part-time in a designated post-secondary program.
4. For services/equipment grants, include quotes when you apply and send in receipts by your study-period end.

Deadlines

• Submit your online student aid application and Schedule 4 at least 45 days before the end of your study period.
• If requesting equipment funding, aim for at least 90 days before the study period ends.

If you need help submitting a Schedule 4 form, contact Accessibility Services. We can guide you through each step: Click here to book an appointment

What is an Academic Strategy Session?
An Academic Strategy Meeting is a one-on-one session where you work with the Academic Access Coordinator to develop strategies for managing your workload, staying organized, and using your accommodations effectively.

Who can book an Academic Strategy Session?
Any St. Mary’s University student can book a meeting.

What topics can we cover?

• Time management and planning
• Academic writing tips and strategies
• Study and test-taking strategies
• Using assistive technology
• Balancing course load with personal commitments

Is there a cost?
No, Academic Strategy Sessions are included as part of Accessibility Services support.

How long is a session?
Sessions typically last 30–45 minutes, but follow-ups can be scheduled as needed.

Click here to book an Academic Strategy Session

Accommodations are adjustments that allow students with documented disabilities to demonstrate their learning on an even footing. Common examples include:

• Extended time or alternate formats for exams
• Attendance flexibility or priority seating
• Access to assistive technology (e.g., screen readers, note-taking software)

All accommodation approved through Accessibility Services following a confidential review of documentation.

Your Role as an Instructor

• Maintain confidentiality. Only discuss accommodations with the students and Accessibility staff.
• Provide approved adjustments. Once you receive an Accommodation Letter, implement each item by the start of term.
• Communicate proactively. If an accommodation isn’t clear, reach out to us before or early in the term.
• Keep the student on track. Share course materials in advance and provide assignment outlines upon request.

Booking & Proctoring Exams

• Student books via the Accommodated Testing Request Form at least 3 business days before their exam.
• Student Success Centre Assistant confirms date, time, location, and any special set‑up.
• Please upload materials (e.g., test files) at least 3 business days in advance. If you are having issues, please email wes.campbell@stmu.ca. This permits us time to adjust electronic formats, arrange staff coverage, and prepare your exam according to the student’s accommodations. If we have not received your exam by 8 a.m. one business day prior, we will have to reschedule it for the impacted students.

• Completed exams can be picked up on the same day until 4 pm. After 4 pm, you’ll receive an email with instructions on how to pick up your exam from the lockers outside of our testing center. The building is open from 6:45 AM until 9:30 PM. Exams not picked up after a week will be provided to your Area Chair.

• Due to the high volume of students we serve, we can only proctor accommodated students.

Troubleshooting & Support

• If you are unsure how to accommodate or need guidance, please contact us immediately.
• We offer faculty consultations on accessible design, captioning, and universal course practices.
• Visit stmu.ca/access-services/instructors for downloadable guides, tutorial videos, and FAQs.

Testing Centre 

Our Testing Centre is in room C114. It has 11 seats, student cubbies, and video recording cameras. Please use the link sent to you in an email to submit your exams, quizzes, and assessments throughout the semester. This ensures your exam security. The Student Success Centre staff will have access to your exam and your invigilation specifications. For those new to StMU, please know that we will invigilate all accommodated assessments in our Testing Center—you don’t need to stay late!  

Thank you for partnering with Accessibility Services to create an inclusive learning environment for all St. Mary’s students.

St. Mary’s Testing Centre (Room C114)
Monday–Friday (excluding statutory holidays) 8:30 AM – 4:30 PM
14500 Bannister Road SE, Calgary AB T2X 1Z4

St. Mary’s Testing Centre offers proctored testing services for external exams, including online course assessments and professional certification, for a fee.  We can proctor online and written exams at the following rates (only accept debit or Visa):

• Up to 2 hours: $50
• 2 to 3 hours: $100
• Over 3 hours: $150

Booking Your Exam

Appointments are required for all exams. Please submit your exam details at least 7 business days in advance. December and April are our busiest months. External candidates planning exams in those windows should book well in advance to allow time for arrangements.

Email exams@stmu.ca, to schedule your external exam.

On Exam Day

• Check‑in: Testing Centre (C114) with current photo ID (government or STMU)
• Storage: Personal items, including backpacks, jackets, electronics, and smart watches must be in cubbies
• Allowed: Clear bottled water only
• Arrive: 10 minutes before your scheduled start time for payment.

Questions or Special Arrangements

Email exams@stmu.ca. Our team can clarify procedures or accommodate additional needs.

Accommodations, Eligibility, and Academic Strategy
Jesse Myers (he/him), Academic Access Coordinator
Jesse.myers@stmu.ca

Disability Grant Funding
Jenna Walker (she/her), Accessibility Advisor
Jenna.walker@stmu.ca

Testing Centre
Wes Campbell (he/him), Student Success Centre Assistant
Wes.campbell@stmu.ca

General Inquiries
access@stmu.ca