Learning Objectives

By the end of this module, students and families will:

Understand what the Certificate of Accommodation (COA) is and how it is used
Know how and when accommodations are shared with instructors
Learn what steps students must take to activate their accommodations
Recognize the scholar’s responsibilities for maintaining access throughout the semester
Understand the difference between approval and implementation

Introduction

Receiving your Certificate of Accommodation (COA) is an important milestone—but it’s only the first step. To truly benefit from accommodations, you must take intentional and active steps each semester to ensure that your instructors understand and implement your approved supports.

Accommodations are not automatic once approved. Instructors cannot—and will not—retroactively apply them to previous coursework. Implementation requires communication, engagement, and follow-up from you, the scholar.

What Is the COA?

The Certificate of Accommodation (COA) is the official document that lists the accommodations you’ve been approved for. It does not include your diagnosis, treatment history, or personal information.

Your COA:

Is prepared by your AERC coordinator after your intake
Is sent via secure email or portal system to your JSU instructors only
Outlines the specific accommodations you are entitled to use
Is valid for the current academic semester only
Must be renewed each semester—even if your classes haven’t changed

Privacy Notice: Instructors are not given medical documentation. The COA protects your confidentiality while ensuring equitable treatment.

How Instructors Receive and Use the COA

COAs are distributed after your intake is complete and your documentation is verified
Instructors receive a digital copy directly from the AERC (not from the student)
Instructors are expected to review and implement the accommodations in a timely manner, typically within 7 business days
Professors are allowed to consult with AERC if they have questions or concerns about feasibility

If you add or drop a class, notify the AERC immediately so we can reissue your COA to the correct instructors

What You Must Do After Approval

You are expected to follow up with each instructor to:

Confirm they received your COA
Discuss how your accommodations will be implemented (e.g., where you will test, how notes will be provided, deadlines)
Clarify any course-specific logistics (e.g., labs, group work, participation)

Recommended Script: "Hi Professor, I wanted to confirm that you received my Certificate of Accommodation from the AERC. I'd like to schedule a brief conversation or email exchange about how my accommodations will be implemented in your class."

Accommodations Are Not Retroactive

This is one of the most common misunderstandings. Accommodations begin only after your professors receive and review your COA.

You Can Expect:

Adjustments moving forward
Modified testing environments from this point
Instructor meetings to discuss implementation

You Cannot Expect:

Re-dos of missed assignments or tests
Retroactive grade changes
Retroactive application of accommodations

Timing is everything. Waiting until midterms to request support may limit your access and impact your academic performance.

Housing-Specific Notes

Housing accommodations are typically valid for the academic year unless your room assignment changes.

If you switch rooms, withdraw from housing, or request a different building, you must inform both AERC and the Housing Office.

Failure to disclose changes may result in a loss or delay of support (e.g., ESA approval not transferring to a new location).

Maintaining Your Status

Ongoing accommodation access requires:

Consistent communication with instructors
Following the rules of any specialized services (e.g., testing center, note-taking)
Reapplying each semester for COA renewal
Updating documentation if your condition changes or you experience new barriers

Quick Renewal vs. Full Re-Evaluation

Quick Renewal Required When:

You want the same accommodations
You remain in the same major and course type
You submit before the semester starts
Your documentation is still current

Full Re-Evaluation Required When:

You’re requesting something new
You now have labs, clinicals, or internships
You waited until finals or midterms to renew
Your documentation has expired or no longer reflects your needs

Module 4 Takeaway Checklist

✅ COA issued and sent to professors
✅ Student contacted each professor to discuss next steps
✅ Accommodations not applied retroactively
✅ Housing accommodations confirmed (if applicable)
✅ Semester reminders set to renew accommodations before registration closes
✅ Scholar is prepared to follow up if issues arise in implementation