Center for Wellness Policies & Procedures
Counseling Services ensures the confidentiality of every student session. In an effort to comply with Massachusetts law and HIPAA, information disclosed during a session may only be released to another individual with the written consent of the student. Parents are encouraged to speak directly with their son or daughter about any issues of concern. Parents, faculty, or staff members who are concerned about a student are encouraged to contact the Center for Wellness directly. Counselors reach out to students of concern. These referrals can be made in a confidential manner if preferred.
Counseling Services will not release information to anyone without the student’s written permission. If the student wishes to share information, the student must sign a written statement, authorizing the Center for Wellness to release information to specified parties.
However, there are some circumstances under which, according to Massachusetts State Laws, confidentiality cannot be maintained. Such circumstances include the following:
- If a counselor reasonably believes a student poses imminent physical or psychological danger to themselves or others. The counselor may contact family, friends, and others to protect the student or others' safety. If necessary, the counselor may need to place the student in a hospital for psychiatric care.
- The counselor is considered a “mandated reporter” under the law and must notify appropriate government agencies if he/she reasonably believes that a child, a disabled person or an elderly person is suffering injury as a result of abuse or neglect.
- If ordered to release information by a court of law.
All services at The Center for Wellness are available without charge to all students.
Housing and Residential Life Accommodation Processes
Deadlines for Housing Accommodation Requests
Summer Students - January 16th (For Summer Semester only)
Current Students -March 1st (For Fall & Spring Semester)
Incoming First Year Students–June 16th (For Fall & Spring Semester)
Currently Off Campus or Transfer Students - December 1st (For Spring Semester only)
Applications submitted after the above dates will be considered. However, placement based on late requests, including any needs that develop during the semester, cannot be guaranteed.
Medical Housing Accommodation Process
Living within a community of shared spaces can be challenging. However, requests for specific housing based on preferences rather than documented medical conditions will not be approved. Please be aware that residence halls are not designed to be quiet and distraction-free environments and there are no substantial differences between single and standard double rooms. The Institute provides access to alternative spaces outside of the residence hall rooms to be used for studying.
*To reside on campus, with or without housing accommodations, students must have paid the housing deposit and be in good disciplinary standing with the Institute
To request a new housing accommodation for a medical disability:
Step 1: Complete the online request form (A Wentworth e-mail address is required to complete this form) and upload current medical documentation from a licensed medical provider.
- Medical Diagnosis
- Fundamental impact diagnosis has on the residential program
- Specific housing accommodation that alleviates barrier(s) caused by medical condition
Step 2: The information provided will be evaluated by the Housing Accommodation Committee. Accommodation decisions are e-mailed to students. Decisions may include specific room assignments or suggestions for housing options.
To renew a previously approved medical housing accommodation:
Step 1: Complete the online renewal form. A Wentworth e-mail address is required to complete this form.
*Students must reapply for accommodations every year.
Meal Plan Accommodation Process
Students should only complete the Meal Plan Accommodation Request Form if they have already met with Chartwells Dining Services to review the Medical Diet Accommodation Checklist and a reasonable dining plan could not be created.
Please contact the Director of Dining Services for the Colleges of the Fenway directly at email@example.com to schedule an appointment to discuss dining needs and establish a campus dining plan.
If you have met with Chartwells and it was determined that a reasonable dining plan could not be created, please proceed with the form. Please attach a completed copy of the medical diet accommodation checklist and medical documentation from your licensed medical provider.
If you have a documented medical condition that impacts your dietary needs, students can complete the Meal Plan Accommodation Request Form and upload current medical documentation to the Center for Wellness. *A Wentworth e-mail address is required to complete this form.
*Current medical documentation including the following:
Specific symptoms mitigated by dietary restriction
Student Health Services staff is contacted for consultation as needed. The Center for Wellness shares recommendations with the Director of Business Services. All medical documentation is kept confidential.
Students are expected to exercise responsibility for selecting appropriate foods required by medical diets. Accommodations are not granted for financial reasons or for reasons of dietary preferences. All requests are considered on an individual basis. Meal plan accommodations are granted on a semester-by-semester basis unless otherwise noted.
Information for students with approved Meal Plan Accommodations
To submit a question or concern about Meal Plan Accommodations, please go to:
Email Chartwells Feedback
Text 617-863-2200 for Text 2 Solve
Assistance Animal Procedure
Wentworth Institute of Technology is committed to providing access to residential programs for students with disabilities. In consideration of the health and safety of the campus community, Wentworth restricts the presence of animals in the residence halls. However, in accordance with the Fair Housing Amendments Act of 1988, the Institute will accommodate students with disabilities who require the use of assistance animals. An assistance animal is one that is necessary for the person with a disability to access and enjoy the on-campus dwelling and there is an identifiable relationship or nexus between the disability and the assistance the animal provides. The process to request a housing accommodation for an assistance animal is as follows:
- Complete the Assistance Animal Request Form and upload your documentation, including this form Assistance Animal Documentation Form. A Wentworth e-mail address is required to complete this form.
- The information provided will be evaluated by the Housing Accommodation Committee. Accommodation decisions are e-mailed to students.
Conflicting Needs/Health Concerns
The Center for Wellness and the Office of Housing and Residential Life will take steps to notify the relevant members of the community of the presence of animals on campus. Individuals with health or safety-related concerns or medical conditions impacted by the presence of animals should contact the Center for Wellness.
Students who are not granted accommodations through these processes can appeal the decision via e-mail at firstname.lastname@example.org within 5 business days of receiving the decision. Appeal requests must state a specific reason for reconsideration. The appeal will be reviewed by the Center for Wellness in coordination with other relevant personnel.
To renew a previously approved assistance animal:
- Complete the online renewal form.
- Call 617-989-4390 to schedule an appointment with Accessibility Services to sign agreement, submit health/vaccination/licensing records, and obtain updated assistance animal approval card
*Students must reapply for accommodations every year.
Service Animal Procedure
The Americans with Disabilities Act defines service animals as “dogs or miniature horses (when reasonable) that are individually trained to do work or perform tasks for people with disabilities.” The institute may ask the following two questions:
- Is the animal required because of a disability?
- What work or task has the animal been trained to perform?
Institute staff cannot ask for the specific nature of the disability or for a demonstration of the work or task the animal is trained to perform.
Testing Room Procedure
The Center for Wellness has a video monitored alternate testing space in room 301 of the Center for Engineering and Innovation Sciences building. It can accommodate up to 8 students. Faculty have the option to use this space to accommodate students if they do not have access to a reduced distraction space. Faculty unable to provide the extended time accommodation within one testing session in the same location that closely resembles the classroom exam environment are also welcome to use the alternate testing space. The space is equipped with study carrels, tamper proof envelopes, drop boxes for exams, and digital timers.
How to Utilize the Testing Room:
*The student and faculty member must agree upon a day and time for the student to complete the exam in CEIS 301 and determine a plan for how the exam will be delivered to the testing room and returned to the faculty member. Faculty retain the right to administer exams in other locations that meet the criteria listed above.
- The student reserves a seat at the agreed upon time via the Center for Academic Excellence scheduling system 48 hours in advance: https://wit.campus.eab.com/home and waits for that request to be approved (may take one business day)
- Once the student receives approval for their requested seat, they must notify the faculty member to coordinate a plan to retrieve and return the scheduled exam
- The student arrives at the testing room at the scheduled time, retrieves the exam from the scheduled exams drop box (or follows the faculty member’s instructions on how to retrieve the exam)
- The student sets the provided timer for the length of time determined by the faculty member
- Upon completion of the exam or the timer, the student places the completed exam in a new tamper proof envelope from the completed exams drop box and leaves it in the drop box (or follows the faculty member’s instructions on how to deliver the completed exam)
*There are tamper proof envelopes & drop boxes in the testing room to facilitate the process
Please contact email@example.com if you have additional questions.
Wentworth Parking Pass Accommodation Process
First and second year residential students are not eligible for on-campus parking privileges. Wentworth is an urban campus on two MBTA subway lines and multiple bus routes and MBTA passes can be purchased at discounted rates each semester. In addition to public transportation, taxi and ride share services are readily available to students at a cost. There are also multiple parking garages within 1 mile of campus:
The Parking Pass Accommodation Process is to be used by students ineligible to purchase overnight parking passes via the regular process due to class year restriction or lack of available passes who require regular use of a car to accommodate frequent medical visits related to a documented medical disability and that are inaccessible via public transportation and/or other transportation options.
Students with documented medical disabilities requesting access to purchase a parking pass must complete the online request form and upload documentation to the Center for Wellness using this link: Wentworth Parking Pass Accommodation Form
*Only completed forms, that include documentation, will be accepted for review. Students must be financially clear tp purchase a parking pass.
Documentation must include the following:
- Statement of diagnosis and symptoms from current licensed treatment provider
- Specific examples of how access to a car on campus mitigates the symptoms caused by the medical disability and a detailed explanation as to why access to a car on campus is medically necessary
- Specific information about the frequency and location of off campus appointments and estimated timeframe for parking needs
Documentation is reviewed, and requests are approved or denied by Center for Wellness staff and student will be notified of decision via Wentworth Public Safety. Please note approval to purchase a parking pass does not guarantee a parking space on campus.
The duration of medical parking approval is determined by Center for Wellness staff based on the information provided in the documentation. Students requesting continuation of parking privileges beyond the determined timeframe will be asked to provide additional documentation supporting the request. Students with ongoing parking needs will need to submit annual requests with updated medical documentation.
Institute Disability Grievance Procedure
Wentworth Institute of Technology is committed to the fair treatment of all students, including qualified students with a disability. Title II, Part 5 of the Americans with Disabilities Act Amendments Act of 2008 states,” no otherwise qualified disabled individual shall solely by reason of such disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination in programs or activities sponsored by a public entity." The goal of the grievance procedure is prompt and equitable resolution of complaints alleging discrimination based on a disability.
Any Wentworth student with a documented disability who believes that he/she has been adversely affected by the discriminatory behavior of a student or student organization may file a complaint with the Dean of Students Office. All complaints filed against students or student groups will be processed according to the procedures set forth in the Student Handbook covering student code of conduct violations.
Any Wentworth student with a documented disability who believes that he/she has been adversely affected by the discriminatory behavior of a faculty or staff member may file a complaint under the Institute Disability Grievance Procedure. A complaint should be filed as soon as the incident or event has occurred to ensure prompt investigation and resolution, but no later than 180 days after the incident.
The Disability Grievance Procedures process has 2 options for resolution of issues concerning disability discrimination: an informal complaint process and a formal complaint process:
Any student with a documented disability may report a complaint against a faculty or staff member to the Center for Wellness. The Center for Wellness will document the allegations and advise the student of his/her options, including the right to file a formal complaint. With the student’s permission, the allegations will be addressed directly with the faculty or staff member in question in an attempt to achieve a timely resolution. If a student refuses to grant permission for the Center for Wellness to address the complaint, the student will be asked to sign a waiver indicating this refusal. In these situations, the student is acknowledging that he/she is refusing assistance and an opportunity to address and resolve his/her specific allegations. If the allegations are not resolved through the informal process, students have the opportunity to file a formal complaint as outlined below. A student may proceed directly to the formal complaint process at any time.
Any student with a documented disability may file a formal written complaint against a faculty or staff member with the Center for Wellness or to the ADA Compliance Officer (Director of Human Resources). In order to process the complaint, a student must provide permission to the Center for Wellness and/or the ADA Compliance Officer to investigate the allegations and receive and review information related to the student’s disability and allegations.
Upon receipt of a formal complaint, the ADA Compliance Officer or designee from the ADA Liaison Committee (“Investigator”) will investigate the allegations. The members of the ADA Liaison Committee (the “Committee”) will review the information gathered by the Investigator. The Committee may request additional information and investigation at any time. Once the investigation is complete, the Committee will determine whether or not the allegations have merit and if violation of Wentworth's policies concerning disability discrimination has occurred. The Committee will usually meet within one week after the Investigator has completed her/his investigation. The meeting may be delayed for Institute breaks, holidays or the schedules of the Committee members.
If a violation is found to have occurred, the Committee will make a recommendation concerning the resolution of the complaint. In cases involving faculty members, the Committee makes a recommendation to the Provost. In cases involving staff members, the Committee makes a recommendation to the divisional Vice President and the Vice President of Human Resources. If no appeal is filed within the time period noted below, the Provost or Divisional Vice President makes the final determination concerning the violation and the resolution based upon the information provided in the Committee’s decision.
The ADA Liaison Committee is composed of employees of the Institute, and may include representatives from the Dean of Students Office, Academic Affairs, faculty, and the Center for Wellness. If the allegations involve a faculty member, the Department Chair or Dean of the College may also be included on the Committee.
A minimum of five voting members constitutes a quorum of the Committee. A quorum must be present for the decision on the allegations, any determination that a violation of the Wentworth disability discrimination policies has occurred and for the recommendation for resolution.
An appeal by the student and staff member of the Committee's decision on a finding of a violation may be made to the Vice President of Human Resources for cases involving a staff member. An appeal by the student and faculty of the Committee's decision on a finding of a violation may be made to the Provost for cases involving a faculty member. An appeal must be made in writing, within one week of receiving the Committee's decision letter. The Vice President of Human Resources and Provost may request additional information from the Committee or parties involved and will respond as promptly as possible to the appeal after completing his/her review. The Provost and Vice President of Human Resources make the final determination concerning the violation and the resolution.
Any retaliation against a student for filing a good faith complaint, or against witnesses for providing information during an investigation, is prohibited and may result in severe sanctions, up to and including termination.
Although Wentworth Institute of Technology strives to resolve all complaints within the campus grievance process, students always have the right to file a complaint with the U.S. Department of Education’s Office of Civil Rights. For more information, see The Office of Civil Rights.
Wentworth also prohibits discrimination on the basis of age, gender, gender identity, sex, sexual orientation, race, religion, national origin, veteran status or any other protected status. Sexual harassment, which includes sexual assault, is one type of sex discrimination. Unlawful employment discrimination by faculty, administrators, supervisors, employees, contractors, guests, vendors, parents and students will not be tolerated. If you believe you have been subjected to any of these forms of discrimination, please contact the Title IX Coordinator, the Vice President of Human Resources.
Alternate Course Material Request Procedure
Step 1: Students schedule an intake with Accessibility Services in order to determine eligibility for alternate format course materials and use of WIT text-to-speech software.
Step 2: Eligible students register for classes as early as possible and request course material information from faculty.
Step 3: Students search for and purchase commercially available accessible course materials (audio books, e-books with text to speech enabled, etc.)
- Check the Wentworth bookstore to see if textbooks and other course materials are available electronic format. If electronic versions of textbooks are commercially available for purchase at the bookstore, notify Accessibility Services so publishers can be contacted regarding enabling text to speech options for students with disabilities.
- Contact the Publishers directly to purchase accessible text files or e-books with text to speech enabled in lieu of hard copy textbooks.
- www.amazon.com – Many Kindle books are available with text-to-speech enabled. If you do not have a Kindle, you can download the Kindle software for both mac and PC machines and use it alongside text-to-speech software to access the text auditorily. https://www.amazon.com/gp/feature.html?docId=1000632481
Step 4: Students fill out alternate format request form for any text/course material not commercially available.
Step 5: Accessibility Services submits alternate format requests to publishers or manually scans course material into accessible electronic formats. This process can take anywhere from 2-6 weeks depending on the availability and complexity of course material. It is essential that students requiring alternate format text register and submit requests as early as possible.
Extended Time on Assignments and Additional Excused Absences Guidelines
Extended time on course assignments, options to complete missed work/exams/quizzes, or additional excused absences may be considered reasonable accommodations if the barriers associated with the documented disability fundamentally impact deadlines or class attendance when unanticipated situations arise. Students with approved accommodations of extended time on assignments and/or additional excused absences should review all course policies in advance and discuss potential issues with faculty. It is strongly encouraged that the student and the faculty establish and adhere to a maximum timeframe for assignment extensions* and maximum number of absences above the course policy. The extended time granted for assignments and the number of approved additional excused absences depends on the participatory nature of the course and departmental/college/University accreditation rules. Deadline extensions and additional excused absences cannot fundamentally alter the goals and objectives of the course.
These accommodations are intended to provide access to programs and services to students with established and documented disabilities impacted by unforeseen related circumstances. In the event of chronic symptoms, unexpected illness/injury, recent diagnosis/onset/change, heavy course load, job hours, commuting time, and/or family commitments - the course withdrawal or incomplete grade process may be recommended, and the established University academic policies should be followed.
Examples of when these accommodations may be reasonable:
- **assignment and/or deadline is not listed on the course syllabus and due less than one week from the date of assignment
- An unexpected disability related situation occurs and inhibits the student’s ability to attend class and/or complete an assignment within the prescribed timeframe
Information for faculty:
Faculty are encouraged to engage in an interactive process with the Center for Wellness and the student to determine whether or not these accommodations have a fundamental impact on the goals and objectives of the course. Questions to consider regarding the impact of these accommodations:
- What information does the course description or syllabus include about attendance and assignment deadlines, late work, missed quizzes/exams?
- Is attendance and/or participation reflected in the final course grade?
- Are deadline and attendance policies consistently applied?
- What, if any, allowances are made for non-disability related circumstances?
- What are the participatory requirements of the course (i.e. how does contact between faculty and students relate to the goals and objectives of the course, how are student contributions essential to the classroom experience, how does student participation contribute to the learning process, how does individual student attendance impact the rest of the class)?
- What is the purpose of the assignment? Is it necessary to complete the assignment by a certain date (i.e. prior to an exam, discussion, presentation)?
- Does each week’s material build on concepts from the previous week?
- Is it possible for students to work ahead of schedule?
- Can the student attend an alternate section of the class?
*Legal precedent deems it discriminatory to limit the extended time provided for assignments based on the standard deadline for the class even if additional time has been built in for all students. For example, if the assignment is designed for 2 days but the class is given 3 days to complete it, the extended time should be in addition to the 3 days allotted to the entire class.
**While assignments with deadlines over 1 week can generally be completed with appropriate time management and planning, an accommodation may be warranted when the unexpected disability related episode prevents successful completion of the assignment regardless of how much work the student completed prior to the unforeseen circumstances. This will be determined on a case by case basis and faculty should contact Accessibility Services for assistance in these special situations.