Faculty and Staff Resources

Resources, Tips, Tricks, and Policies for Providing Accommodations

Student Accommodations: Exam Accommodations with ProctorU

Exam Accommodations With ProctorU

On a student’s Letter of Accommodation (LOA) you may see this statement listed as an appropriate accommodation: *Proctored Online Testing: Student may need to use ProctorU with assistive technology when instructor requires Respondus or the exam is not accessible. 

Please see the information below regarding the ADA Accommodations process for ProctorU exam setup.

When creating exams, the only changes that are needed to be made are listed below. 

  1. Begin creating your exam as normal
  2. Select the new ADA Accommodations department to ensure billing goes to the institution
  3. Label the exam per usual and add that it's for ADA Accommodations
  4. Fill out everything as per usual including duration
    1. No need to enter the extended duration as ProctorU never charges anything additionally for accommodations. Please enter the same duration as other students would receive
  5. In the "Additional Notes" section, list any students with accommodations and their exceptions
    1. Exp: Susie Brown needs time and a half
    2. Exp: John Smith needs additional bathroom breaks
    3. Exp: Tim Long needs a reader
  6. As always, ensure the window end date/time allows for troubleshooting and the full duration of the exam
  7. Use the "open invite" link to invite specific test takers to the exam
  8. Please have a team member monitor the list of students so any errors in scheduling can be corrected 

If you have questions regarding accommodations or providing accommodations you can contact an Ability Services Counselor.  For questions regarding ProctorU, contact the HCC Online Call Center at 713-718-5275 option 1.  You can also view more information on ProctorU’s site: Instructor Training & Onboarding



How to add captions to your videos/lecture videos, and other questions:

Captions: Improving Access to Post-secondary Education:

Professors, students, and IT administrators share the benefits of using captions for videos in post-secondary education.



What needs to be captioned, etc.

Adding and Editing Captions in Edutube from Rubén Durán

How to order captions from Rubén Durán

What is the difference between Human Captions and Machine Captions?

  • At HCC faculty have the option of captioning using Machine Captioning or Human Captioning.
  • Voice recognition and other new technologies are certainly playing a large role in making media more accessible to all users. For now, though, it is still preferred that a transcript for use in closed captioning be created by a professional, human transcriptionist.
  • While human transcriptionists may have to make extra effort deciphering other dialects or learning new terms, they still maintain many advantages over computers. The best voice recognition is trained to the pattern and speaking style of a specific voice, whereas most humans have experience listening to and interacting with people that speak in various dialects. Humans also benefit from collective memory, which means that new terms and phrases can get communicated and remembered very quickly across cultures.


Captioning or Audio Descriptions Questions?

For questions regarding captioning or audio descriptions, contact the following:

Accessible Technology/ADA Technician, Norma Jean Brand

Or, the Supv, Sign Language Interpreter Services, Andrea Guerrero

Or, reach out to Rubén Durán for more help with Edutube

  • Rubén Durán, Edutube/Kaltura Administrator, XR Lab & Studio, Director
  • ruben.duran@hccs.edu
  • 713.718.6272



HCC: How to Create Accessible Documents

Accessible PDF Documents:

It's not enough to just 'PDF' a document.  https://myhcc.hccs.edu/Student-Services/Documents/Accessible_Documents_Cheat_Sheet%20_PDF.pdf

Word Accessible Documents

"Word." Or, a few words on making accessible Word documents.


HCC PowerPoint Accessible Documents

There's more to PPT than just adding text and images.




How Do You Make STEM Courses Accessible?


What are examples of science lab accommodations for students who are blind?

An excellent resource from University of Washington what-are-examples-science-lab-accommodations-students-who-are-blind

Preparing for a blind or visually impaired chemistry student

 From Perkins Learning School for the Blind  https://www.perkinselearning.org/accessible-science/blog/preparing-chemistry-student

Accommodating students with disabilities in the science laboratory

Dr. Barbara R. Heard is an associate professor of biology at a community college in NJ.  She is interested in supporting students with disabilities in the science laboratory, especially students with visual disabilities. Accessible Science

Blind Scientist - Tools

Dr. Mona Minkara is a teaching professor, researcher, author who happens to be blind. She offers a lot of good advice not only as a researcher but as a professor and student. Dr. Minkara's Blind Scientist Tools

An organization of blind scientists. It is called Independence Science: https://independencescience.com/resources/

MATH related:

Desmos Online Graphing Calculator

The Desmos Graphing Calculator is a free online math tool widely used by teachers and students to plot equations and learn math concepts. Use it to plot data, graph functions, evaluate equations, and create classroom activities.

Visit the Desmos Online Graphing Calculator page for an overview and tutorials.






Regarding student accommodations: Who To Contact?

Regarding student accommodations:

Contact your campus Ability Services Counselor directly:

  • Alief-Hayes Campus • Dr. Ej Sit 713-718-7053
  • Central Campus • Jette Lott & Senta Eastern 713-718-6164
  • Coleman Campus • Brandy Lerman 713-718-7376
  • Katy Campus • Dr. LaRonda Ashford 713-718-5408
  • Northline Campus • Cynthia De Los Santos 713-718-8322
  • Spring Branch • Lisa Parkinson 713-718-5422
  • Southeast Campus • Tavia James 713-718-6738
  • Stafford Campus •  713-718-7448
  • West Loop Campus • Dr. Becky Hauri 713-718-7910
  • VAST Program • Sue Moraska 713-718-6833


Faculty & Staff Bootcamp: ADA Overview & Processes

"College Success for Students with Differing Abilities" (MyHCC-For Faculty & Staff only).


  • HCC And The ADA In The Beginning
  • Comparisons Of IDEA Section 504 And ADA
  • ADA Amendments Act Of 2008 ADAAA
  • Steps To Receive Disability Support Services DSS Accommodations
  • Accommodating Students With Psychiatric Disabilities
  • Students With Learning Disabilities
  • Services To Students Who Are Deaf Or Hard Of Hearing
  • VAST Department Of Occupational Life Skills
  • Teaching Students With Disabilities
  • Working With Disruptive College Students
  • Universal Design For Instruction UDI
  • John London The Story Of My Life
  • ZoomText JAWS and WYNN Demonstrations
  • Access To Technology In The Workplace In Our Own Words


Frequently asked questions

What is the Americans with Disability Act (ADA) and how does it affect my class?

The Americans with Disabilities Act of 1990 (ADA) and Section 504 of the Rehabilitation Act of 1973 prohibit discrimination based on a qualified disability. (42 U.S.C. § 12101) The ADA protects persons with disabilities from discrimination in the areas of employment and access to state and local government programs and services. Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. §§ 701-796) provides similar protections against discrimination with regard to programs or activities that receive federal financial assistance.


How does the Ability Services Office determine accommodations?

The student must self- identify as a person with a disability, complete an intake application, and provide documentation of the disability. The ADA Counselor reviews all documentation and determines appropriate academic accommodations. The Ability Services Office provides the student with accommodation letters, which the student must give to his/her instructor(s). Please note: Accommodation letters will soon (Spring 2013) be provided in an electronic format.


Is Ability Services allowed to provide faculty with documentation of a student’s disability?”

Documentation about a student’s disability is confidential. Students will not receive accommodations or an accommodation letter without providing documentation that a disability exists. The Americans with Disabilities Act requires implementation of all approved accommodations. Faculty should not ask students to disclose their disability. Students may share information about their disability with faculty if they choose to do so.


A student walks into my classroom and states he/ she has a disability and will need certain accommodations. Am I obligated to provide those accommodations?

You are not obligated to provide academic accommodations without first receiving an accommodation letter from Ability Services. You should refer students requesting an accommodation to the Ability Services Office on campus.


Classes started September 1 and a student gives me an accommodation letter on October 1. The student now wants to re-take the previous September 25th exam but with accommodations. Am I obligated to allow the student to re-take the exam?

No. Accommodations are not retroactive. The effective date faculty must provide the accommodation is the day faculty receives the letter. Even if the accommodation letter has an earlier date than the day the student presents it, instructors are not obligated to allow re-take exams simply because the student waited weeks or months to provide the letter to the instructor.


A student has what I believe is a disability, and I would like to refer them for disability services. How should I handle this situation?

Faculty should not assume that a student has a disability. In order to receive an academic accommodation, the student must identify himself/herself as having a disability. If a student self-identifies his or her disability to the instructor, the instructor should immediately refer the student to the campus Ability Services Office. Faculty may make a general class announcement about students receiving disability services. Appropriate actions include referencing Ability Services when reviewing the syllabus, class review of disability services in the HCC catalog, or referring the student having academic challenges to the Counseling Department via Early Alert.


If the accommodations listed on the accommodation letter result in a substantial change in an essential element of the curriculum (educational viewpoint), can I deny the request?

No. The ADA Counselor is the only individual authorized to refuse, reject or modify an accommodation. Refusal, rejection, and/or modification of any accommodation are implemented by the Ability Service Office issuing a new accommodation letter to the student, when appropriate. Accommodations for “alternative assignments” are permissible in some situations. When in question, consult with your campus Ability Service Office. 


If I am teaching in Eagle Online and I am unable to determine how to create quizzes or tests and provide an accommodation of extended time, can I just ask the student to take the test on campus?

No. If you do not request that all students take the test on campus, you cannot ask the student with a disability to take the test on campus. Ask Distance Education Technical Support for assistance with creating extra time for online quizzes, assignments, and tests. You may also use the online help form.


The class has an opportunity to earn extra credit by watching a video and writing a short synopsis. Considering that it is an extra credit assignment, am I still obligated to have the video transcribed or captioned for my deaf student who is already doing well in class?

Yes. All videos and audio clips used for class should have captioning and/or transcripts for equal access by deaf or hard of hearing students. If one student benefits from the extra credit assignment, you must make the assignment accessible and available to all students. Applicable Title II Regulation: www.ada.gov/regs2010/titleII_2010/titleII_2010_regulations.htm#title2regs

Regardless of the disability, a student is obligated to meet the academic standards and code of conduct established by HCC and the instructor. Instructors are not required to lower standards to ensure that a student is successful.

Your syllabus should reflect the correct location and contact information for the Ability Services Office.

It is the student’s responsibility to remind the instructor of testing accommodations at least one week prior to an exam requiring accommodations in the Testing Center.

  • If accommodations are approved in the Testing Center be sure to have the student’s test in the Testing Center at the agreed upon time.
  • Remember that the choice of whether or not to utilize the Testing Center is for the student to decide rather than the instructor.

If you have questions or need more information about the accommodation a student is receiving, please contact your Ability Services Office.


ADA syllabus statement

Please refer to the Faculty Institutional Template for the most updated statement)

Ability Services

HCC strives to make all learning experiences as accessible as possible.  If you anticipate or experience academic barriers based on your disability (including long and short term conditions, mental health, chronic or temporary medical conditions), please meet with a campus Abilities Counselor as soon as possible in order to establish reasonable accommodations.  Reasonable accommodations are established through an interactive process between you, your instructor(s) and Ability Services.  It is the policy and practice of HCC to create inclusive and accessible learning environments consistent with federal and state law.  For more information, please go to https://www.hccs.edu/accommodations

Download pdf - College success for students with different abilities [882 kbs]

Download PPTX - Providing accommodations for students with disabilities [1,173 kbs]

Download pdf - Note taking brochure [359 kbs]

Additional Resources

  • Disability Etiquette-You may not feel comfortable interacting with a person with a disability if you have no prior experience. For example, you might think "How do I talk to someone who is in a wheelchair?" or "how do I interact with a blind or deaf person?" We offer these guidelines below to ensure respectful and equal treatment.
  • The NCCSD (National Center for College Students with Disabilities) Clearinghouse-Resources about disability and higher education in one place. Resources are reviewed and updated regularly. Resources for Faculty and Instructors, Veteran students with disabilities, Higher education professionals, etc.
  • People First Language Handout-What do you call a person with a disability? A person. People First Language is an objective and respectful way to speak about people with disabilities.

"College Success for Students with Differing Abilities"

"College Success for Students with Differing Abilities", Center for Teaching & Learning Excellence (MyHCC-For Faculty & Staff only). Covers:

  • HCC And The ADA In The Beginning
  • Comparisons Of IDEA Section 504 And ADA
  • ADA Amendments Act Of 2008 ADAAA
  • Steps To Receive Ability/Disability Support Services DSS Accommodations
  • Accommodating Students With Psychiatric Disabilities
  • Students With Learning Disabilities
  • Services To Students Who Are Deaf Or Hard Of Hearing
  • VAST Department Of Occupational Life Skills
  • Teaching Students With Disabilities
  • Working With Disruptive College Students
  • Universal Design For Instruction UDI
  • "John London-The Story Of My Life"


The information provided by external resources - including third-party websites - is designed to provide helpful information on topics and community resources. HCC does not endorse or accept responsibility for the content, use, or availability of resources provided by external websites or agencies. HCC makes no representations as to the eligibility of any particular student to receive any benefit or the effects – such as those impacting immigration status – that accepting a resource may have on a student. Students in populations that may have specific additional needs are encouraged to seek advice from a relevant professional or reputable resources, such as immigration counsel or a qualified website.

Contact Us

Mahnaz Kolaini, PsyD., LPC-S

Director of Counseling and Ability Services