Disabilities FAQ

Who is considered ‘disabled’? 

The definitional ambit of ‘disabled’ is wider than you might expect. The key piece of legislation is the Equality Act 2010, which stipulates that a person is considered disabled if they have a physical or mental impairment that has a: 

• (1) substantial (‘more than minor or trivial’); and, 

• (2) long-term (lasting or likely to last 12 months or more) adverse (negative) effect on their ability to carry out normal daily activities.  

What is considered as ‘daily activities’ specifically includes the normal types of things you would do at university: from reading and writing, social activities, cooking and eating, and education more generally.  There is no exclusive ‘list’ of conditions that would qualify a person as disabled. Typically, because of the 12-month cut-off, temporary injuries would be insufficient.  However, conditions of a fluctuating, recurring or progressive nature may be covered, and some diseases like cancer, HIV and multiple sclerosis are included immediately from initial diagnosis. 

What about if I don’t have a diagnosis? 

The general rule is that the University Disability Advisory Service requires a medical letter evidencing the diagnosis of a specific condition. However, the DAS is aware of long doctor waiting lists, especially for neurodiverse students. The current approach is as follows: 

NEURODIVERSITY 

1. If you have confirmation of being on the wait list for an NHS ADHD or Autism assessment, the DAS will accept a letter from your GP confirming this. If you have the pre-screen questionnaire filled out, that is even better. 

1. More broadly, many university societies and JCRs will include those without a formal diagnosis in events and campaigns. Not all aspects of life at Oxford with a disability are necessarily top-down! 

SPECIFIC LEARNING DIFFICULTY 

• (1) If you do not have a formal diagnosis, but received access arrangements from your school, the DAS is likely to accept evidence of this. Specifically, the DAS prefers a Form 8 or JCQ. 

• (2) If you believe you have a specific learning difficulty, contact the DAS, who will then conduct a preliminary screening. If satisfied, the DAS will help you to arrange an appointment and the University can contribute to the cost. This is additionally open to offer-holders, who pay upfront for an assessment, but then can apply for reimbursement from the University. The standard cost is 400 GBP. 

It is important to note that in the aforementioned scenarios, it is unlikely that you will be able to claim the Disabled Student’s Allowance without a formal diagnosis. 

What is the Disability Advisory Service? 

The Disability Advisory Service is the central University provider and hub for disabled students. It provides information and advice on disability issues and facilitates support for those with a wide range of conditions. These can include, for example, sensory or mobility impairments, long-term health conditions, specific learning difficulties, autistic spectrum conditions or mental health difficulties. 

How can I get in touch with the DAS? 

Their website is here: https://www.ox.ac.uk/students/welfare/disability  

INITIAL FORM 

To register with the DAS, you can access the link above to download the form (in word format). Once completed, you should email it to [email protected].  

DROP-INS 

During term time, the Disability Advisory Service provides a ‘drop-in’ service at their central location. These drop-in meetings involve short 10-minute appointments for students to talk with a disability advisor; you do not need to be registered/register with the DAS to attend. However, being that they are 10 mins the DAS advises that these meetings be for brief discussions: for example, whether or not a student should register. 

This is available from Weeks 1-8, 13:00-15:00, on Monday, Wednesday and Friday in Michaelmas, Hilary & Trinity terms, 24/25 academic year. Please report to Reception once you have arrived at 3 Worcester Street.  

LONGER MEETINGS 

Once you have a DAS advisor, you are welcome to book longer 30-minute appointments. These are suitable if you have more in-depth questions.  

What is the disabled student’s allowance? How can I access it? 

The disabled student’s allowance is a nationwide scheme for home students which Oxford is part of. The foundational principle for the DSA is that there are often extra study-related costs that disabled students incur whilst at University.  The DSA is paid for by the Student Loans Company on behalf of several organizations, including Student Finance (England and Wales). The application can be quite longwinded. It typically takes 14 weeks, so it is preferable if you apply as soon as you become an offer holder, although there is no strict cut-off from when you can claim. To claim, each student meets with a specialist to assess what study support they will need for their course, which is called a Study Needs Assessment. The assessment will take up to two hours, carried out at the Oxford University Assessment Centre in central Oxford (or alternatively at an accredited assessment centre nearer to the student’s home), with the cost paid directly from DSA.  

Further information on the claiming process can be found here: https://academic.admin.ox.ac.uk/disabled-students-allowance-0#tab-1679287  

WHAT IS LIKELY INCLUDED 

• (1) specialist non-medical help such as specific learning difficulties (SpLD) study skills tutors, mentors and British Sign Language (BSL) interpreters. 

• (2) sighted guides and mobility trainers 

• (3) standard computer hardware (although subject to the £200 fee) 

• (4) assistive software, where institutional provision is insufficient to meet student needs 

• (5) specialist ergonomic equipment 

• (6) travel costs 

• (7) personal fridges for medication storage 

• (8) printing, scanning and audio recording equipment (in limited circumstances) 

• (9) consumable expenses such as photocopying and printing (in limited circumstances) 
   

WHAT IS NOT LIKELY TO BE INCLUDED 

• (1) Taxis need to be approached with caution, because of the convoluted rules.  

• Taxi accounts must be established with Student Finance England (SFE) approved firms for those students who wish to charge frequent taxi travel to their DSA (frequent is defined as more than 30 single journeys per year). The taxi firm must bill SFE directly. The DAS will no longer be able to process these taxi account claims. 

• (2) Students must pay a £200 contribution to any provision of computer hardware, and high-specification computers are mostly unfunded. Some colleges have agreed to cover these costs. 

• (3) books and textbook costs cannot be charged to DSA. 

• (4) funding for mobility scooters/wheelchairs and other mobility aids will no longer be met through DSA. These costs are expected to be funded through the NHS. 

What is an SSP? How do I get one? 

An SSP refers to a student support plan. It essentially outlines what the University can implement to meet your needs. Once registering with the DAS, the team will review your form and put in place workable arrangements to ensure compliance with the University Disability Inclusion Statement (https://academic.admin.ox.ac.uk/disability-inclusion-statement) which is known as SSP A. You will know this has been confirmed by your disability advisor emailing you confirmation; students are free to review their plan at any time. 

WHAT SSP A PROVIDES: STANDARD REASONABLE ADJUSTMENTS 

• (1) Teaching materials electronically in advance (PowerPoints, handouts, etc.), preferably in Canvas, at least 24 hours before the session 

• (2) structured reading list in advance of the start date of teaching. 

• (3) Access to lecture recordings until the relevant assessments have been completed AND permission to record presenter-led teaching sessions. 

• (4) Flexibility with formative tutorial work if needed on occasion in order to accommodate disability impact. 

• (5) Additional library support in Bodleian and college libraries, including extended loans, where applicable. 

For reference, (1), (2), (3), are considered part of the ‘standard package’ for the SSP, and (4) and (5) are considered based on need.  

If additional recommendations for individual support are required it will be included in the Student Support Plan (SSP) usually following a meeting with your Disability Advisor. The DAS will need your permission to share your SSP so that the collegiate University can provide effective support, so feel assured this will not happen without your consent. 

WHAT SSP B PROVIDES: PERSONALISED SUPPORT FOR THOSE WITH LEARNING DIFFICULTIES 

A SSP B is the typical code for support plans for students with learning difficulties. In practice, they do not diverge largely from SSP As, however may include more tailored adjustments, like the following: 

• (1) More use of visual teaching material 

• (2) The use or disuse of colour in teaching 

• (3) Refraining from certain activities in class, like reading aloud.  

The DAS have provided an exemplar of an SSP B, which can be accessed here: https://www.ox.ac.uk/sites/files/oxford/field/field_document/Example_SSPB%20dyslexia%20taught%20degree.pdf 

How does the accommodation ballot work? 

The accommodation ballot is run each year by the JCR, specifically by the Vice-President, but the process operates in close connection to the College Wellbeing and Accommodation team. From a disabilities point of view, the JCR operates ‘wellbeing rooms’ for students who require certain types of accommodation. There are two branches to what is provided: 

BALLOT PRIORITY 

• (1) This is the most common provision. You are allowed to ballot with one additional friend, and are given priority in the ballot when selecting a block, and then room. 

• (2) Priority in the ballot is based on needing a certain ‘type’ of room, which is typically ensuite. This is likely more relevant for incoming second years, because college actually has quite a high number of suitable rooms. 

PRE-SELECTED ROOMS 

• (1) In certain situations, you may be able to pre-select a room in advance. 

• (2) It is important you explain the reasoning behind this on the wellbeing room application form.  

To apply, fill out a form emailed to all JCR students in week 2 of Hilary; if you have any questions, please email the JCR Disabilities Rep. This is then reviewed by the Wellbeing team and Accommodation office who may wish to arrange a meeting with you. You will then get confirmation prior to the actual ballot. 

How do exam adjustments work? 

Exam adjustments will differ from student to student, as well as the format of your exams. However, the typical provision for extra time is +15 mins for each hour, which are normally framed as rest brakes. The DAS can also provide for changes to your environment, such as being placed in a separate room or ‘corner’ of the exam hall, and specialist equipment, like noise cancelling headphones which may be required if sitting in exam schools.  

You should apply for exam adjustments after matriculation and no later than Friday of Week 4 of the term before the exam is due to take place. 

How can I access library adjustments?  

Library adjustments will often feature in an SSP, and librarians in both college and faculty buildings will be more than happy to implement your adjustments.  

In college, most of the adjustments can be used without getting special ‘permission’, from using the standing desks to noise cancelling headphones. If you require step-free access, or struggle with the spiral stairs to the ground floor, your fob can be modified at the Porter’s Lodge to enter the accessible door left of the main stairway. 

What further resources can I access? 

There are individuals, in both formal and informal roles, that will be more than happy to go over your access needs in lots of different places. 

COLLEGE: 

• (1) JCR Disabilities Representative: my name is Ella, and I can be reached at [email protected] 

• (2) Your personal tutor 

• (3) Heads of Wellbeing, Dr Erin Ferguson & Lizzie Shine [email protected]  

• (4) Clare Atkin at Student Support (very helpful for exam adjustments) [email protected]  

FACULTY: 

• (1) Most departments have a dedicated team for disability matters. For example, here is the maths department’s equivalent: https://www.maths.ox.ac.uk/members/policies/disability 

• (2) Each faculty library will have a disability specialist at hand 

• (3) Deans for Undergraduate studies 

UNIVERSITY: 

• (1) Disability Advisory Service 

• (2) Student Union, whose Disability campaign can be found here: https://www.oxfordsu.org/organisation/10507/