Course Substitution Policy

All students of Eastern Illinois University must be able to meet the academic and technical standards required for admission or participation in their chosen program of study. While students must demonstrate mastery of the competencies and successfully complete all of the specified courses required for graduation, the University recognizes that a disability may prevent a student from demonstrating competencies or from successfully completing courses/requirements in the same manner as would a student without a disability. The University also recognizes the need to provide accommodations for a student with a documented disability to the greatest extent possible without compromising either the student’s chosen course of study or the integrity of any student’s degree or certificate. 

Course substitutions are granted only when it is clear that the student’s disability makes completion of the requirement(s) almost impossible and when the academic requirements of the course in question are not deemed to be essential to the program of study being pursued by the student. Students with disabilities, therefore, are not excused from course prerequisites, GPA requirements, or degree requirements. However, in some limited circumstances, substitution of course requirements on the basis of a documented disability may be appropriate. Note that course waivers are not granted. 

Students should understand that the Office of Accessibility and Accommodations evaluates the information provided to support the requested substitution to determine if such an accommodation would be appropriate. Consideration of a course substitution is done on a case-by-case basis. The academic unit for the course or program in question has the right to determine whether or not a particular course or component is fundamental to the course, program, or degree requirements. The academic unit has the right to determine what alternate course may be approved as a substitution, if any.  

Gaining approval for a course substitution is often a lengthy process. Therefore, it is recommended that the student initiate the request early in their academic career. In most cases, it will be necessary for the student to have declared a major before the request can be considered. This will allow a determination to be made as to whether or not the requested course substitution represents a fundamental alteration in the chosen field of study. The University retains the right to revoke a substitution in the event that the student changes majors and the substituted course is found to be essential to the newly declared major field of study. In addition, it is difficult to guarantee a course substitution to a student who is not yet enrolled in the University. 

Step 1. Meet with Academic Advisor   

Prior to submitting a course substitution request, the student must meet with their academic advisor to explore all course options available to all students that may meet program or degree requirements to ensure that there are not alternative options already available.

Step 2. Submit Request to OAA  

If consultation with the academic advisor does not resolve the concern, the student can submit a course substitution accommodation request in writing to the Office of Accessibility & Accommodations. The student can submit that request through the Accommodation Request Form or through email to accommodations@eiu.edu.   

Step 3. Provide Documentation 

The student must provide current documentation that provides information about the student’s diagnosis and a description of how that diagnosis impacts the student’s ability to master concepts related to the course in question. The documentation provided should be relevant to the area of study in question and should not be more than 10 years old. Documentation can be submitted through the Accommodation Request Form, via email to accommodations@eiu.edu, by mail, or in-person to McAfee Room 1336.  

 Foreign Language Documentation Requirements

Documentation should include diagnostic test scores that are not more than 10 years old administered by an appropriate professional that demonstrate a severe language-based disability, a severe learning disability in reading, or significant deficits in reading or language skills as a result of the student’s documented disability. The documentation needs to substantiate that the student’s disability can be reasonably expected to prevent the individual from meeting the institutional requirements for which a substitution is requested. 

 Math Documentation Requirements

Documentation should include diagnostic test scores that are not more than 10 years old administered by an appropriate professional that demonstrate a severe learning disability in mathematics or significant deficits in mathematics ability as a result of the student’s documented disability. The documentation needs to substantiate that the student’s disability can be reasonably expected to prevent the individual from meeting the institutional math requirements for which a substitution is requested. 

 Other Courses Documentation Requirements

Documentation should provide details about how the student’s disability substantially limits the skills required for the successful completion of the required course. Diagnostic test scores administered by an appropriate professional may be required. The documentation provided should not be more than 10 years old. 

Step 4. Meet with OAA Director   

The student will meet with the Director of the Office of Accessibility and Accommodations to discuss the course substitution request. The student should be prepared to discuss how their disability impacts the relevant skills required for the course in question, use of accommodations, past experiences with the course in question or similar courses, and any other resources or supports the student has used for academic success. 

Step 5. OAA Review and Recommendation  

After review of documentation and conversation with the student, the Director of the Office of Accessibility and Accommodations will determine if additional documentation is needed, if the accommodation is not substantiated, or if the accommodation is recommended. The University reserves the right to require additional testing if the documentation provided is not adequate to make a determination. Substitutions are only granted when it is clear that the student’s disability makes completion of the course nearly impossible 

If the Director of the Office of Accessibility and Accommodations determines that the substitution request is not appropriate, the student will be notified in writing via the student’s EIU email of the determination. If the student feels the determination is inaccurate, the student may request reconsideration or appeal following the Office of Accessibility and Accommodations Reconsideration and Appeal Process.   

Step 6. Committee Review and Determination   

If the Director feels the request is appropriate and recommends a substitution, the request is taken to a committee. The committee may consist of no less than three but not more than five members of the university community. Committee members will include but are not limited to: the Director for the Office of Accessibility and Accommodations, the relevant Department or Program Chair, the Course Instructor, the student’s Academic Advisor, and the Dean of Student Success. Other individuals relevant to the requirement may also be consulted if needed. The committee will be convened by the Director of the Office of Accessibility and Accommodations. 

The committee will: 

  1. Review the request and the substantiated reasoning for the substitution.  
  1. Determine if the academic requirements of the course in question are essential to the program of study being pursued by the student and how program requirements may be affected. 
  1. Determine what alternative course(s) may reasonably meet program requirements. 

The student will be notified in writing via the student’s EIU email by the Director of the Office of Accessibility and Accommodations regarding the committee’s decision.  

If a substitution is approved, the Director of the Office of Accessibility and Accommodations will draft a letter explaining the approval of the course substitution. The letter will be signed by the Director of the Office of Accessibility and the Department or Program Chair. The finalized letter will be shared with the Certifying Officer for that Department or Program’s College so that the substitution is appropriately reflected on the student’s transcript.  

The student may not use the approved course to meet any other academic requirements. If there is more than one alternative course that has been deemed to meet substitution requirements, the student will work with their Academic Advisor to determine the most appropriate course. 

If the student does not agree with the committee’s decision, the student may request reconsideration or appeal following the Office of Accessibility and Accommodations Reconsideration and Appeal Process.