Frequently Asked Questions (FAQ)

About the Disability Resource Centre

What is the role of the DRC?

The Disability Resource Centre at UBC Okanagan advances access and inclusion for disabled students in all aspects of university life. We work with students to determine and facilitate reasonable accommodations. We build relationships with campus and community partners to foster an inclusive university experience. Registration with the DRC is required for students to receive academic accommodations at UBC Okanagan. 

The DRC may be able to help if you have: 

• An ongoing medical condition or disability that impacts your access to campus activities 
• Received academic or other disability-related accommodations at another educational institution 

The DRC operates under Policy LR7 which explains the principles, responsibilities, and processes for the provision of Accommodation for Students with Disabilities. The DRC is the department designated to assist UBC in integrating Students with Disabilities into all aspects of university life and is responsible for assisting students and their instructors with accommodation on the Okanagan Campus. 

What are the DRC’s mission, values and vision?

The DRC’s Mission:
The Disability Resource Centre at UBC Okanagan advances access and inclusion for disabled students in all aspects of university life. We work with students to determine and facilitate reasonable accommodations. We build relationships with campus and community partners to foster an inclusive university experience. 

The DRC’s values:

• Respect  
• Support 
• Trust 
• Inclusion 
• Social Justice 

The DRC’s vision:
One day people of all abilities will be able to have access to all aspects of education at UBC Okanagan in a fair and equitable way. 

What conditions/disabilities are supported by the DRC?

The types of conditions supported by the Disability Resource Centre include, but are not limited to: 

• Mental health conditions such as depression, anxiety disorders, or bipolar disorder. 
• Neurological disabilities such as Attention-Deficit/Hyperactivity Disorder, learning disabilities, head injuries, and Autism Spectrum Disorder. 
• Chronic health conditions, including ongoing medical conditions such as arthritis, chronic pain, Crohn’s disease, or migraines. 
• Physical or sensory disabilities such as visual impairment, hearing loss, or mobility impairment.

How do I contact the DRC? 

Please see our contact details for DRC office hours, student and faculty drop-in times, and contact information.  

Students seeking assistance who are already affiliated with the DRC should contact their advisor directly. Registered students can schedule a meeting with their advisor by logging into the Student Portal and selecting ‘Schedule an Appointment’. 

How do I register with the DRC?

See the information here on how to register with the DRC. In addition to this information, there are several forms available on our Forms webpage related to other processes and applications. 

How do I schedule an appointment with my Accessibility Advisor?

You can book a meeting directly with your Accessibility Advisor by logging into the student portal and clicking on the ‘Schedule an Appointment’ icon. 

How do I contact my Accessibility Advisor?

Please see the contact details for the DRC’s Accessibility Advisors on our home page. You can book a meeting directly with your Accessibility Advisor by logging into the student portal and clicking on the ‘Schedule an Appointment’ icon. 

How does the DRC handle confidentiality?

The DRC is committed to treating your documentation as confidential in accordance with BC’s Freedom of Information and Protection of Privacy Act: Guide to Access to Information and Privacy Protection 

In registering for services with our office, you have given written permission for the DRC to share relevant information with instructors and departments to the extent necessary to ensure the provision of services. The functional impact of your disability relative to a need for a specific accommodation is the type of information that may be shared. 

What are the important dates and deadlines for DRC-registered students, and students looking to register with the DRC?

The important dates and deadlines for DRC-registered students, and students looking to register with the DRC, can be found on our home page. Please refer to the online Course Schedule for specific course drop/withdrawal dates. 

Is the DRC an allergen-free zone?

Yes, the DRC is an allergen-free zone. For more information, visit the Scent Free Education and Awareness page.

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Student Responsibilities

How do I send my accommodation letters each term?

You must send your accommodation letters to each of your instructors at the beginning of each term. You can learn more about sending out your accommodation letters through the link below.

Learn more

When do I have to book my exams? 

Quizzes, tests, and exams must be booked seven days in advance. Final exams must be booked seven days before the beginning of the final exam period. Please refer to our important dates for final exam booking deadlines for this term. For more information about exam booking deadlines, visit the link below.

Learn more

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Temporary injuries and short-term illness

Does the DRC provide academic accommodations to students with temporary injuries and short-term illnesses?

Students who experience a temporary injury or short-term illness and who require adjustments in their studies or academic concession are not eligible for services provided by the Disability Resource Centre. 

Instructors and/or departments normally have established guidelines for addressing these types of circumstances. These guidelines are normally provided in writing to students at the start of the course; usually in the course syllabus. See Grading Practices in the Academic Calendar. 

Students who, for medical reasons of a temporary nature, are absent during the term, and/or are unable to complete tests or other graded work, should discuss with their course instructor(s) how they can make up for missed work. 

Why is there a different process for students with a temporary health issue than there is for students with a disability?

Policy LR7 is intended to implement the duty imposed by the BC Human Rights Code to protect people with disabilities. The concept of physical disability is defined by case law as generally indicating a physiological state that is involuntary, has some degree of permanence, and impairs the person’s ability, in some measure, to carry out the normal functions of life. The same standard is applied to mental disabilities. 

UBC has defined temporary health issues to be any temporary medical impairment or injury that is unrelated to a disability and is likely to be substantially resolved in less than an academic term. Temporary injuries or other health issues are not considered to be disabilities under this definition given their lack of permanence and are therefore not covered by Policy LR7. 

Students with temporary health issues would follow the Senate Regulation on Academic Concessions set out in the UBC Okanagan Academic Calendar. 

What If I am a DRC student who, for medical reasons of a temporary nature, was absent during the term, and/or unable to complete my tests or other graded work?

If you are absent during the term, and/or unable to complete tests or other graded work due to a disability or condition for which you are registered with the DRC, please contact your Accessibility Advisor for guidance. 

If you are absent during the term, and/or unable to complete tests or other graded work due to medical reasons of a temporary nature, please contact your course instructor for guidance. 

What are some ways in which an instructor may address missed work or tests for temporary injuries?

Some ways that missed work or tests may be addressed by instructors: 

• Provide an extension to the assignment; 
• Allow a student to write the missed test at a later date; 
• Re-distribute the grades from the missed assignment/test to other graded coursework or tests; 
• Consider an alternative assignment that allows the student to demonstrate their knowledge or meets the same desired learning outcome; 
• If it does not seem plausible for the student to be able to complete the coursework/exams within the allotted timeframe of the academic term, Academic Concession could be considered.  

Instructors are not expected to assess the need for or provide assistive technology, scribing, or readers in the same way that the Disability Resource Centre accommodates students. 

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Financial Assistance

Does the DRC provide financial assistance to students?

The DRC does not have funding to provide direct financial assistance to students.  

In some cases, the DRC’s Accessibility Advisors may be able to assist students to apply for pre-existing government and university funding mechanisms. Scheduling a discussion with your Accessibility Advisor or attending one our of drop-in sessions can be a good way to get more information on what options are available to you. 

Students are encouraged to investigate any federal and provincial funding mechanisms which they may be eligible for and independently apply for these.  

What funding or financial assistance is available to UBC Okanagan students?

UBC Okanagan offers funding, relief, and awards for students. These are not administrated through the DRC. Students are encouraged to investigate the available support on the financial support webpage and apply for support if eligible. The types of financial support available include: 

• Awards, scholarships, and prizes 
• Bursaries 
• Student loans and grants 
  • The Canada Student Grant for students with Disabilities requires additional process along with a student loan application.
• External awards and bursaries 
• Emergency financial aid 
• Student employment opportunities 
• Youth in Care Tuition Waiver 
• Taxes

Are there any Grants and Scholarships available to students with disabilities?

A large number of scholarships, grants, and bursaries for students with disabilities are administered by NEADS (National Educational Association of Disabled Students). A detailed funding options page provides a comprehensive listing of Canada-wide awards, scholarships, grants, loans, etc. 

In addition, UBCO also has some Grants and Scholarships available: 

• General awards, scholarships, bursaries, and awards for students with disabilities are offered through the Student Financial Assistance & Awards office. Check for disability-related scholarships and bursaries. 
• Graduate student scholarships and bursaries are offered through UBC Graduate Studies.

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Canada Student Grant for Students with Disabilities 

What is the Canada Student Grant for Students with Disabilities and how can students access it?

The Government of Canada offers financial assistance programs for students with disabilities who are eligible for the Canada Student Loan program. If you are applying for a student loan and want to establish a disability status to access further grants, you can register with the DRC and complete the necessary forms based on the province in which you reside. Application is made through your provincial student aid program.

Check out the following websites to determine whether you are eligible: 

• Canada Student Grant for Students with Disabilities 
• Canada grant for services and equipment for students with permanent disabilities 

Students looking to access the CSG should speak to their Accessibility Advisor for guidance. 

How do I pay the Canada Study Grant Services Reimbursement to the DRC?

Students who have received a Canada Student Grant for Students with Disabilities and funding for services (such as note-takers) are sent an invoice from the DRC at the end of each semester for the services they received. This invoice contains details on how to pay the DRC. Once a student has made a payment, they will receive an email receipt from the payment system. The student should provide the invoice and the receipt to the Student Aid Office which provided them with the funding. These documents are normally submitted through the Student Aid Office’s online student portal. Students can seek guidance from their relevant Student Aid Office for more information. 

Are there any other funding mechanisms available to students?

Students and residents of BC may be eligible for the following funding: 

• Disability assistance 
• B.C. Access Grant for Students with Disabilities 

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Accommodations and Academic Assistance  

What accommodations are available to students at UBC Okanagan?

The DRC does not publish a full list of accommodations available to students, as not all accommodations are appropriate for all students. Accommodations are determined based on a student’s circumstances and experiences. See the questions below for more information on how accommodations are determined.

How are accommodations determined for a DRC-registered student?

Accommodations are discussed and put in place during the intake meeting between the student and their Accessibility Advisor. You can find more information on what to expect from the intake meeting here. Students only have access to the accommodations applied by their Accessibility Advisor.  

If my circumstances change, how can I have my accommodations reviewed or updated?

Students can request an accommodation review at any time during the semester by contacting their Accessibility Advisor. Their advisor will review the student’s file, as well as any new information provided, and reach out to the student to book an accommodation review meeting. 

What academic assistance is available to DRC students outside of their accommodations?

UBC Okanagan’s library has several accessibility supports available. Students are not required to provide any medical or personal information to access these supports, including the Inclusive Technology Lab (ITL). The ITL is a supportive environment designed to facilitate learning and research with assistive technologies. The ITL includes: 

• A computer lab 
• Group study space 
• Distraction reduced study room 
• A collection of technology to borrow 

The Student Learning Hub can assist students with studying and managing their course load. The Student Learning Hub has several resources available for students including:  

• A learning strategist 
• Writing & language support 
• Subject Tutoring 
• Peer mentors, supplemental learning 
• Events & workshops 
• Other online resources 

UBC Okanagan’s Academic & Career Advising team can assist students with planning their educational journey and understanding academic requirements. 

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Testing and Diagnosis 

Does the DRC provide testing and/or diagnosis of disabilities or ongoing medical conditions?

The DRC does not provide any testing or diagnosis of disabilities or ongoing medical conditions. The UBCO Student Wellness Centre does have limited capacity for the assessment of some disabilities or ongoing medical conditions, however, wait times can be long. 

A good first step towards assessment is to connect with your family doctor or a General Practitioner (GP). GPs can connect you to the relevant services for testing, diagnosis, and post-diagnosis support within your community. 

Scheduling a discussion with your Accessibility Advisor or attending one our of drop-in sessions can be a good way to get more information on what options are available to you for assessment and what funding mechanisms you may be able to access to support for assessment.

 Is there any funding available for testing and/or diagnosis of disabilities or ongoing medical conditions?

The DRC does not provide funding for the testing or diagnosis of disabilities or ongoing medical conditions. Testing and diagnosis costs are the responsibility of the student. 

Students eligible for the Canada Student Grant for students with disabilities may be eligible for funds for the assessment of learning disabilities. Please see your advisor. 

Students are encouraged to reach out to their insurance providers to find out what coverage they may have for assessments. Students are also encouraged to investigate any federal and provincial funding mechanisms which they may be eligible for.

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Accessible Parking and Transportation 

Where can I find information about accessible parking on campus?

You can find information about accessible parking and transportation on our Accessibility on Campus webpage. 

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Priority Access to On-Campus Housing

Where can I find general information about Priority Access to On-Campus Housing?

You can find general information about Priority Access to On-Campus Housing through the link below. You can find detailed information and FAQs about Priority Access to On-Campus Housing below.

Learn more

What are the criteria to receive priority access to housing for disability-related reasons?

To receive a recommendation for priority access to housing, you must have disability-related needs that cannot be met in off-campus housing.  Medical documentation is required as part of your request. The DRC will determine the recommendations made to UBC’s housing department.  

When and where should I apply for housing?

Apply for housing through the Student Residence-Okanagan housing website and indicate that you are a student with a disability. Next, complete the DRC’s Priority Housing Request Form and provide medical documentation to the DRC by the posted deadline. 

What happens if I make a late request that is past the posted deadline?

To make a recommendation to the housing office, we require students to meet the posted deadline. Once the deadline has passed, we cannot guarantee that a DRC recommendation put forward can be met by the housing office.  

What is the difference between a service dog and an emotional support animal (ESA)?

A guide or service dog is trained to avoid hazards or perform quantifiable tasks that directly ease the challenges associated with their owner’s physical, psychiatric, sensory, and/or developmental disability. Guide and service dogs and their handlers are certified.   

An ESA is an untrained pet that is used for emotional support.  

Can I bring my ESA to the classroom?  

No, ESAs are not allowed in the classroom, or any other campus buildings. Approved ESAs are only permitted in the student’s dorm room.  

What kind of documentation do I need for a request to have an ESA living on campus?  

To have an ESA approved to live in residence with you, you must provide supporting documentation from your treating psychiatrist. The animal must be prescribed as part of your disability-related treatment plan. A letter from a family physician is insufficient documentation.  

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DRC forms and when you use them 

Where can I find DRC Forms and when should I use them?

The DRC Forms webpage contains information about where to find and when to use each DRC form.

Learn more

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