Fundamental Alteration Process

Historically, fundamental alterations have come up in graduate programs, specifically with remote attendance. It can occur at the undergrad level with common accommodations like recording lectures or extended time on exams, but it is rare. Faculty will be the ones to indicate if they believe an accommodation will create a fundamental alteration to the course or the overall academic program. This correspondence is usually a step beyond faculty resisting accommodations; it is more often "I want to help, but because of XYZ, this is not going to work." At this point, inform the faculty that it may be a fundamental alteration, and contact the department chair.

It is important to emphasize that the accommodation must be provided to the student while we are reviewing the fundamental alteration. During this process, communicate with the student about what is going on and what they can expect. 

Everything must be done and wrapped up within two weeks of the notice from the faculty of a fundamental alteration. Timeliness is key. 

Whenever a faculty member indicates that an accommodation might be a fundamental alteration, let them know that 1) the accommodation still needs to be provided for the time being and 2) we will need to start the fundamental alteration process by contacting the department chair with the following email: 

Subject line: Meeting Request: Fundamental Alteration Review of CLASS

Email body: 

Hello Dr. DEPARTMENT CHAIR, 

A student enrolled in CLASS ###  has requested ACCOMMODATION as an accommodation. They have been approved for the accommodation through DSS however, FACULTY NAME has indicated that the accommodation may be a fundamental alteration to CLASS ###. I am requesting your support in forming an ad hoc committee to review the course's essential requirements in light of the accommodation requested. 

Please recruit another faculty member from your department that you or FACULTY NAME believe will be able to provide insight into the course and/or the overall degree requirements. I will recruit a faculty member to join the committee that has experience with teaching similar doctoral courses. Once these members have been identified, I will schedule a meeting for all of us. 

I have attached instructions and the form that we will complete to document our determination. Please note that while we are in the midst of the review process, the accommodation of ACCOMMODATION  should be provided until a final decision is made. 

Files to be sent to faculty & department chair: 

Fundamental Alteration Ad Hoc Committee Instructions & Definitions

Class: Fundamental Alteration Form

Program: Fundamental Alteration Form

1. Search through the offered degree programs at TWU to find similar programs (ie., if it's a counseling program, consider the social sciences programs; if it’s chemistry, look at the stem programs)

2. Look through the degree course lists in the catalog to find a similar course

3. Find out who teaches the course by using webadvisor

4. Call that faculty member to see if they’d be interested in helping out with the committee. 

   1. We need their expertise in understanding the application of SLOs, faculty expectations, etc. 

   2. If they’re not interested/available, ask if they know any other faculty that could assist

5. Follow up with the following email: 

Subject line: Committee Request: Fundamental Alteration Review

Email body: 

Hello Dr. FACULTY NAME,

I am forming an ad hoc committee to assess an accommodation implementation being a fundamental alteration for a course in the ACADEMIC department. I would like to recruit you as a member of the committee as your insight as a faculty member with experience in teaching online & teaching doctoral students would be valuable. 

Important pieces to know: 

• Time commitment: I anticipate no more than an hour of your time for a one time meeting occurring either next week or the week after. 

• Meeting modality: I plan for us to meet via zoom, but it may be a hybrid meeting.

• The course in review:  COURSE CODE AND NAME

• The accommodation in review: ACCOMMODATION

• Why you are needed: I believe having outside faculty members involved in these conversations will aid us in thinking creatively while addressing the essential pieces of the course/program, etc. You can speak to pedagogy & help us navigate the expectations placed upon faculty. 

I've attached the instructions that we would follow as a committee. I appreciate your willingness to assist us in a deliberate review of accommodations and academic requirements. If you are willing to join us, I will send out a separate email with the other committee members so we can schedule a meeting for the review. It would be ideal if you could confirm participation or refer me to another faculty member with equivalent expertise by DEADLINE DATE. Please let me know if you have any questions.

Files to be sent to faculty: 

Fundamental Alteration Ad Hoc Committee Instructions & Definitions

Class: Fundamental Alteration Form

Program: Fundamental Alteration Form

Once everyone has confirmed their commitment to the committee, set up a meeting to discuss the course, the SLOs, the accommodation, etc. 

I choose to record the meeting for notes & delete afterwards. Remind the faculty that we are here to facilitate the conversation, but we need their expertise on why they do things the way they are done. Ask questions like: 

• Why was XYZ chosen as the vehicle/method to achieve ABC?

• Have there been other methods used in the past? 

• What do other programs do? 

Ask the hard questions to get figure out how and why something is essential to the course. The justification cannot be “This is how we’ve always done it”. 

After the meeting, fill out the FA form and send to the committee for review. 

• If it is determined that the approved accommodation would create a fundamental alteration, send the form to the student, remove the accommodation from the letter & resend the accommodation letter to faculty. 

• If it is determined that the accommodation would not be a fundamental alteration, keep the accommodation listed & release the accommodation letter without modification. 

Save a copy of the completed form in the department drive. Delete the meeting recording.