Polices and Procedures

SAS Section 508 Policy

As a recipient of federal funding, Marin Community College District (MCCD) is required to comply with the provisions of Section 508 of the Americans with Disabilities Act (http://www.section508.gov).

In essence, this mandates that, regarding MCCD's development, procurement, maintenance and use of Electronic and Information Technology (EIT), individuals with disabilities must have equal access to and use of information and data, except in cases wherein this "would impose an undue burden" upon MCCD (in which case MCCD is still responsible for providing "an alternate means of access that allows the individual to use the information and data"). MCCD compliance with Section 508 will largely be the responsibility of Student Accessibility Services (SAS) with support from multiple campus stakeholders as appropriate.

Videos and DVDs

Instructors purchasing instructional videotapes and DVDs will attempt to locate closed-captioned versions. If this is not possible, alternative choices of videotapes and DVDs will be considered. If this is not possible, MCCD's Alternate Media team will engage an outside company to close-caption the material, or the team will itself close-caption the material. Previously-purchased instructional videotapes and DVDs will be replaced with closed-captioned versions or will likewise be closed-captioned by an outside company or by the Alternate Media team.

Alternate Media Textbooks and Other Printed Materials

Instructors purchasing textbooks and other printed materials will attempt to locate materials that are also available from the publisher in alternate media formats. At the request of a student with a verified disability, instructional printed materials will be acquired or reproduced by the Alternate Media team in an appropriate alternative media format.

NOTE: California Assembly Bill 422 requires publishers of instructional materials to provide the materials at no cost in an electronic format for use by students with disabilities at the University of California, California State University and California Community Colleges systems. This electronic text provided by the publisher may be used to produce large print, be translated and processed by a Braille embosser, or be accessed directly with speech synthesizers or refreshable Braille displays.

Assistive Technology

As a part of the staff that focuses on access, accessibility and assistive technology, the Alternate Media team will:

  • serve as a liaison between faculty, students and Student Accessibility Services (SAS);
  • provide guidelines, training and technical assistance to faculty, staff and committees for access requirements, design of online learning offerings, and the formatting of documents and information;
  • convert instructional material into alternate formats where appropriate.

MCCD students with disabilities will have access to computers with assistive technology, at key campus locations such as libraries, media centers and computer labs. Instruction in the use of these computers and this software will be available on request or by appointment from the Alternate Media team.

Web Sites

All web-based materials, whether instructional or for the general public, will comply with standards mandated by Section 508 of the Americans with Disabilities Act (See Section 508 checklist).

SAS Policy on Suspension and Termination of Services

A student may face suspension and termination of services for inappropriate use of services, which is defined as a failure to comply with the policies and procedures for individual services that students are using. Failure to comply with the terms stated within each specific service area may result in the termination of that service.

  1. Only services that have been used inappropriately may be terminated in the middle of a semester.
  2. Prior to the termination of a service, the student will be notified in writing that unless they meet with their SAS counselor to discuss the area of concern, the service will be automatically terminated one (1) working week from the date of the letter.
  3. At the time of the meeting with the counselor, the student will need to sign off on the Warning of Suspension or Termination contract which outlines the guidelines for continuing service.
  4. If a service is terminated, it will be terminated for the current semester.
  5. Terminated services may be reinstated during the current semester only on the authorization of a SAS counselor and only if there are extenuating circumstances which warrant the reinstatement of service.
  6. Reinstatement of services for subsequent semesters will be considered on a case-by-case basis.
  7. The student may appeal suspension and termination of services to the appropriate designated Dean.

SAS Procedures for Access for Students with Sensory Disabilities

Students with sensory disabilities will receive accommodations and access by first meeting with a SAS Counselor. Once the disability or disabilities have been verified by the student’s medical or other qualified professional practitioner, an Accommodations Plan will be created in collaboration with the student, the counselor, and (as appropriate) the SAS Support Services Team and the Alternate Media team. All accommodations require a counselor’s written recommendation.

The Support Services Team will be responsible for in-class accommodations and testing. These responsibilities include:

  • Note-taking services
  • In-class Aide assistance (for safety or health purposes only)
  • Testing services (using scribes, readers, laptops, CC-TVs, enlarged print and Braille)
  • Equipment loan (digital audio recorders, hearing devices, bookstands, inflatable back-pillows, etc.)
  • Adaptable furniture (special chairs and tables)
  • ASL (American Sign Language) interpreting services for the Deaf.


SAS Examination Guidelines

  • Students may receive testing accomodations from their counselor. Please see the following for examination guidelines and procedures:
  • Valid photo identification (e.g. COM student ID, driver’s license, etc.) must be presented in order to receive any services.
  • Advanced appointment scheduling is required for all exams and quizzes.
    • Regular exams and quizzes: minimum 5 working days’ notice
    • Mid-terms & Final Exam: minimum 7 working days’ notice
  • You are responsible for contacting your instructor and SAS when you have an exam in order for SAS to receive a test in a timely manner.
  • You are responsible for contacting SAS and your instructor if, for any reason, you are unable to take your exam on the scheduled day and time. It is then up to you to see if the instructor will allow a make-up exam. If your instructor approves rescheduling, a new request must be submitted. You may then reschedule a new testing time with us. Please be aware that we must base the scheduling on room availability at the SAS office or other designated locations.
  • Arrive on or before the scheduled test time. If you are late, that time will be counted as part of your test time, just as it would for a student late for class on a test day.
  • Please use the restroom prior to your arrival at the test taking site. If you must use the restroom during your exam, your instructor will be notified. Time spent going to the restroom will be counted as part of your testing time.
  • Splitting of tests can only be done if pre-arranged with the SAS test proctor. Your accommodation letter must indicate that splitting tests are permitted and all split tests must be concluded within 24 hours of the test start-time.
  • Students are expected to abide by the student Standards of Conduct, which will be enforced. The Standards of Conduct are published in brief in the college catalog and the full policy is available online. Any instance of cheating is a violation and will result in the confiscation of the test, which will then be given to your instructor. You will not be allowed to complete the test. Your instructor may choose to report the incident to the department dean. The incident will be noted in your SAS file.
  • Only test materials authorized in writing by the instructor prior to the test will be allowed (class notes, dictionaries, textbooks for open book exams, etc.). Turn off your cell phone and leave it in your bag or other secure location prior to your exam.
  • Please use only the scratch paper provided by the SAS testing proctor.
  • Accommodation tools such as multiplication tables, calculators, etc. will only be allowed when specifically approved in writing by your SAS Counselor.
  • No children will be allowed in the testing area. Please make arrangements for appropriate childcare beforehand.

Service Animals

Marin Community College District will allow an individual with a disability to use a service animal in District facilities and on District campuses in compliance with state and federal law. A “service animal” for purposes of this procedure means any dog (or miniature horse, as provided herein)  that is individually trained to do work or preform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. Other species of animals, whether wild or domestic, trained or untrained, are not service animals for the purposes of this definition.

Click here for the entirety of the district policy on service animals.

Academic Adjustment Procedures for Students with Disabilities

Marin Community College District has developed the following procedures to provide guidance for disabled students requesting academic adjustments or auxiliary aids.  The purpose of these guidelines is to ensure the appropriate services are provided in a timely manner to support student access to academic programs.

  1. When a student requests disability-related services, the student’s disability is confirmed by a Student Accessibility Services (SAS) Counselor in accordance with state-mandated criteria.  It is the student’s responsibility to provide professional documentation of specific educational limitations before an academic adjustment will be authorized.  If the student is deemed ineligible for services and wishes to appeal this decision, they may address their concern to the SAS Director. If a satisfactory resolution is not found, the student may appeal to the college’s ADA/504 Compliance Officer or the designated Dean. This process should take no more than two working weeks from the time the appeal is made.
  2. If a student seeking a particular academic adjustment for a disability does not wish to work with SAS, they can contact the ADA/504 Compliance Officer or the designated Dean who will verify the disability and provide access to appropriate academic adjustments.
  3. A Student Accessibility Services Counselor, in consultation with the student, determines functional limitations based on disability documentation and authorizes any appropriate auxiliary aids and/or academic adjustments.  These may include but not be limited to:
  • Counseling
  • Test-taking facilitation
  • Interpreter services
  • Reading services
  • Note taking
  • Transcription services
  • Alternatively formatted materials
  • Specialized equipment
  1. Students will provide written consent before the SAS Counselor can inform instructors of the authorized academic adjustments and auxiliary services. The SAS Counselor will contact the instructor directly to clarify the processes necessary for implementing the academic adjustments.
  2. If a student is denied an academic adjustment or use of an auxiliary aid by an instructor, or finds that the academic adjustment provided is ineffective, the student can appeal by following these steps:
  • Students are encouraged to initially discuss the problem with the academic adjustment with the instructor.  If this has already been attempted, or the student feels uncomfortable approaching the instructor or feels it will be ineffective, the student can choose to move to the next step in the appeal process. (The student’s SAS counselor can be invited to participate in the discussion with the instructor.)
  • If no resolution to the complaint is found with the instructor, the student should contact the coordinator of the SAS, who will investigate the complaint and seek an appropriate resolution.
  • If no resolution to the complaint is found with the instructor, the student should contact the coordinator of the SAS, who will investigate the complaint and seek an appropriate resolution.
  • If the issue is not resolved, the appeal should be directed to the ADA/504 Compliance Officer or the designated Dean who will make an interim decision pending a final resolution.  The interim decision will be made within five working days. An investigation will be conducted leading to a final resolution within sixty days.
  • If a student believes that he/she has been subject to discrimination related to a disability, they should file a written complaint with the college’s ADA Compliance Officer.
  1. When a student with a disability who is otherwise qualified for a class and has a functional limitation that precludes that student from fulfilling the course requirements, consideration may be given to granting adjustments to the academic course requirements, provided this does not fundamentally alter the nature of the class.  A request for modification of the academic requirements is an interactive process involving the student, the SAS counselor and coordinator, the faculty member and the particular department and the college Administration.  This group’s common goal is to outline adjustments and define alterations to courses or academic programs.  Modifications to academic courses or requirements are approved only where it is demonstrated that the adjustment will not alter program objectives and academic integrity.  All requests for special consideration of academic adjustments should be initiated with the SAS coordinator, who will take responsibility for overseeing the review process. This will take no longer than two working weeks.  The process for reviewing special academic adjustments is as follows:
  • A student will propose in writing a request for special consideration of an academic adjustment.  This request should be directed to the SAS Director and should be received not less than a month prior to the start of the class unless the student does not learn of the need until the course has started.  In this case the request will be reviewed on an individualized basis with every effort to resolve the matter efficiently, but a specific timeline cannot be guaranteed.  The student’s counselor can provide assistance in filing the request.
  • A committee will be assembled composed of a faculty member from the relevant discipline, the department chair, the Dean from the discipline and the SAS counselor and program director.
  • The committee will review the request and then meet with the student to discuss their concerns and consult with the student in an effort to fully understand the request and to potentially explore alternative adjustments.
  • The committee will determine if the request changes the essential requirements of the class or program, is related to a licensing requirement or fundamentally changes the class, program or activity.
  • The student will be informed of the decision prior to the first day of the class.
  • If the student is unsatisfied with the decision, an appeal can be made to the ADA/504 Compliance Officer or the designated Dean who will review the decision and make a final resolution within a week of the time the appeal is made.
  1. The procedure for students testing with academic adjustments is as follows:
  • All testing arrangements are initiated between the student and the SAS counselor after a review of documentation which has been provided by the student.
  • Testing facilitation can take two general forms: extra time in the classroom overseen by the instructor and/or individualized facilitation with SAS staff or designee. The type of test facilitation is determined on the basis of the disability and the ability of the instructor to provide additional time in the classroom.
  • The counselor provides an Academic Adjustment Contract for Service, and the student is asked to sign the contract.
  • The student receives a copy of the “Students Guide to Testing Services,” which is intended to further articulate the student’s responsibility in the testing facilitation.
  • The counselor prepares letters for each instructor notifying them of the particular academic adjustment that has been approved.  It is the student’s responsibility to deliver the letter to the instructor, at which time arrangements for where the testing will take place will be confirmed.
  • If the classroom can be used for the testing, no further arrangements are necessary.
  • If the classroom cannot be used for additional time testing, then it is the student’s responsibility to arrange a test appointment; if the student has been approved to receive testing facilitation in the SAS office in a distraction-free environment, the appointment should be arranged with the Support Services Specialist at 415-457-8811, ext. 7706.
  • If the student has been approved for enlarged print tests, a scribe, a reader or use of a computer for testing, the student should call the Support Specialist at 415-457-8811, ext 7706, to make an appointment.
  • Students approved for testing academic adjustments must confirm with their instructor the date, time and location for each test appointment. 
  • The instructor will send the test through campus mail to the appropriate site with complete directions, as well as specifying permission for the use of notes, scratch paper, and calculator on the test.
  • The instructor will receive the proctored test through campus mail and will be responsible for grading and returning the test to the student.
  • Any questions regarding the test procedures from either student or the instructor should be directed to the student’s counselor (415) 485-9406.
  1. The procedure for requesting alternative media, is as follows:

  • Eligibility for receiving alternative media is determined through a review of the student’s documentation of a disability and any functional limitations. The student and the counselor will consider the student’s preference of format as well as the effectiveness of the particular alternative media format.

  • Only one form of material may be provided on a regular basis or as it is available from the publisher.  If the student does not agree with the counselor’s determination, they can use the appeal process described in the Programs Policy statement.

  • The Alternative Media team can provide appropriate orientation and training for effective use of alternative media.

  • The student should request alternative media at least two working weeks before the start of the semester to ensure timely delivery. Delivery and preparation of these materials is often very time-consuming; thus, advanced notice is highly encouraged.

  • Students requesting alternative media textbooks that fall under copyright must be in possession of an original copy. It is the responsiblity of the student to fully comply with all copyright laws regarding alternative media.

  • Any materials provided to Student Accessibility Services (SAS) for the purpose of conversion to alternative media may be disassembled and returned to the student in an altered condition. SAS reserves the right to deny conversion to alternative media for materials that are rented or otherwise not under the sole ownership of the student.

  • Students may not copy, distribute or reproduce alternative media materials provided by the College of Marin.

  • Alternative media will only be provided for College of Marin curriculum and classes where the student is currently enrolled.

  • Students may request training on the most effective use of technology for accessing alternative media. Students needing assistance should contact their SAS Counselor or the Alternative Media team.

  • It is the responsiblity of the student to request that the instructor sends copies of all in-class written materials such as syllabi and handouts to SAS or College Services so they can be appropriately formatted in a timely manner.

  • Students having questions about or having difficulty with alternative media should contact their SAS Counselor or the Alternative Media team.

  • Student Accessibility Services (SAS) reserves the right to discontinue services if any of the student’s responsibilities listed above are not followed.