Policies and Procedures

The University is committed to maintaining a vibrant intellectual community and environment where students can work closely with world-class faculty members, engage in in-person classroom discussions and receive hands-on training in labs, studios and other specialized projects. We expect students to actively participate in in-person classes, which will require regular attendance on campus.

The University also recognizes its obligation to reasonably accommodate students who qualify for accommodations, in accordance with the Ontario Human Rights Code and applicable McMaster policies. Such accommodations are subject to the essential requirements of courses and programs, which regularly include requirements to attend in-person classes, labs, tests and exams.

What Are Retroactive Accommodations?

Retroactive accommodations are academic accommodations requested after the academic term has ended. These accommodations are considered under the McMaster’s Academic Accommodation of Students with Disabilities Policy and are guided by the principles outlined by the Ontario Human Rights Commission. Retroactive accommodations are typically considered when a student was unable to connect with Student Accessibility Services (SAS) or access formal support during the affected term due to the nature or onset of a disability. These accommodations are not guaranteed and are reviewed on a case-by-case basis.

Example scenarios:

1. A student experienced a significant medical episode for the first time during their second year at McMaster. At the time, they did not understand what they were experiencing and were unable to seek help. They are later hospitalized and diagnosed with a chronic medical condition. As a result, they failed their Fall term courses. The student begins receiving treatment and later connects with SAS. They now wish to request retroactive accommodations for the term in which they were impacted.
2. A student was registered with SAS and had an accommodation plan in place prior to the impacted term. During that term, the student experienced an escalation in disability-related symptoms that significantly affected their ability to recognize the extent of their difficulties, exercise judgment, and make decisions about accessing support. As a result, the student experienced substantial barriers to participating in course components and meeting academic requirements. Although accommodations and supports were available, the student was unable to respond appropriately to changing circumstances or seek additional assistance. After receiving appropriate care, the student re-engaged with SAS and is now requesting retroactive accommodations for the impacted term.

How Are Retroactive Accommodation Requests Reviewed?

When reviewing retroactive accommodation requests, SAS will consider the following criteria:

Medical Documentation:

• What is the date of symptom onset?
• When did the student seek professional medical support?
• Can a regulated health professional confirm a diagnosed disability and speak to how it affected the student during the identified term(s)?

Access to Services and Support:

• Did the student reach out to SAS during or after the impacted term?  
• Was the student receiving accommodations through SAS or any informal supports during that time?
• Was the student connected to any other campus or community services?
• Were there any disability-related barriers to the student receiving support?

Disability Impacts:

• How were the student’s activities of daily living affected by the disability?
• How was the student’s participation or academic performance affected by the disability?
• Would SAS have been able to offer different accommodations if the student had been connected during that time? 
• Can we observe the impact consistently across all courses?

Additional Considerations:

• Are there any overlapping identities, lived experiences, or systemic barriers that may be relevant to understanding this request? 

How to Initiate a Retroactive Accommodation Request

If you would like to initiate a Retroactive Accommodation Request, you (the student) are responsible for:

1. Complete the Retroactive Accommodation Form:
   • Indicate the academic term(s) you believe were impacted. You may also include your preferred outcome.
2. Gather and Submit Supporting Documentation to MySASPortal
   • Provide documentation from a regulated healthcare professional confirming a diagnosed disability and outlining how it affected you (the student) during the identified term(s). 
     • If possible, we would encourage your healthcare provider to complete the SAS Functional Assessment Form.
   • Optional, provide a written statement of experiences and disability-related impacts during identified terms.
3. Book a Retroactive Functional Assessment Appointment
   • Connect with the SAS Admin team to schedule a retroactive accommodation appointment. During this appointment we will discuss your experiences during the impacted term(s).  
     • You can contact the Admin Team by calling (905) 525-9140 x 28652 or emailing sas@mcmaster.ca

Some areas in Student Accessibility Services are under video surveillance to ensure the safety of everyone in the environment. These areas include:

• SAS Testing Centre (MUSC B101)
• SAS front desk area (MUSC B101)

Note: There’s no video surveillance in areas where student appointments take place.

What’s a “no-show”?

Our policy defines a “no-show” in two ways:

1. When a student is more than 15 minutes late to an appointment or 45 minutes late to a test/exam
2. When a student cancels with less than 24 hours’ notice for an appointment or less than 48 hours’ notice for a test/exam

What happens if I “no show”?

You will be charged a no-show fee of $30 for appointments and $50 for tests/exams. This policy applies to all students attending an appointment, term test or exam administered by Student Accessibility Services.

Note: This policy doesn’t apply to appointments offered by other McMaster departments.

1. While writing a test or exam, you can only have the instruments you need to take the test or exam (pens, pencils, authorized calculator, etc.). You may have other items approved as an accommodation (food, drink, medical aids, memory/formula sheet, etc.).
2. You can’t keep personal possessions with you when writing a test or exam.
3. All electronic technology must be turned off, even when not in possession when writing an exam (cell phones, tablets, etc.).
4. All personal possessions must be kept outside the writing room location. Or, when stowing personal possessions outside the writing space isn’t possible, all personal possessions must be kept clearly out of reach while writing.
5. If you need to give invigilation staff any personal possessions for safe-keeping, the invigilator will provide a receipt identifying the item. Then, you can retrieve it from the invigilator after submitting the completed test or exam.
6. If you use a mobility device such as a wheelchair and/or walker, you must detach all personal objects (backpacks, pouches, etc.) and stow them away according to the requirements of this protocol.
7. If you can’t detach personal possessions (backpack, pouch, etc.) from the mobility device (walker, wheel chair, etc.), you must remove the contents and stow them in a separate sealed bag and place it out of reach according to this protocol. When necessary, SAS invigilation staff can provide a clear plastic bag to stow and seal personal possessions.
8. If you require access to personal items when using the washroom, you may take the pouch containing those items when leaving to use the washroom. When you return, the pouch or its contents must be stowed again according to this protocol.
9. The invigilator will check on all students regularly during the test to ensure no unauthorized materials are on the desk.
10. Invigilators will complete an incident report if necessary and document any incident(s). Invigilators will follow up with a test/exam coordinator if an incident occurs.

• If you have a class test (midterm) cancelled due to a snow day closure, it’s your obligation to follow up with your instructor, then SAS, to reschedule a cancelled test.
• If you have an instructor final exam cancelled as a result of a university snow day closure, it’s your responsibility to follow up with your instructor, then SAS tests, to reschedule a cancelled exam.
• It’s your obligation to attend all scheduled class tests or instructor exams booked with SAS regardless of bad weather if the university remains open.
• If you feel that you can’t attend a scheduled class test or instructor exam with SAS because of inclement weather, it’s your responsibility to contact your instructor and notify SAS of your intention to not write the test/exam. Otherwise, you’ll be charge a no-show fee.

This protocol applies to any student who requests to use the washroom during a test or exam.

1. You must advise the invigilator when you need a washroom break.
2. Before you leave for the washroom, the invigilator must confirm that all content and materials pertaining to the test are left behind at your desk.
3. The invigilator will document the time you leave and return.
4. If you take frequent washroom visits during a single test or exam, your SAS program coordinator will be advised to address the matter as necessary. If you don’t have a washroom break as a specific accommodation, it’s important to address this with your program coordinator for follow-up as necessary.
5. Within 10 to 15 minutes after you return from the washroom, the invigilator will check to ensure there are no unauthorized materials at your desk.
6. The invigilator will complete an incident report and report to the test/exam coordinator if there are any issues and/or unauthorized materials.
7. If the invigilator finds unauthorized materials, all related reports will be submitted to the test/exam coordinator, who will forward to the necessary individuals: course instructor, academic integrity officer and SAS program coordinator for the student file. Where necessary, the matter may also need to be brought to the attention of the SAS director.