Procedures & Forms

Procedures & Forms

Guidelines and Procedures

If you are a student with a disability and wish to receive consideration for reasonable accommodations, please register with the Office of Specialized Services and Supplemental Instruction (OSS/SI). To apply for services, please complete the registration form and return the completed form with documentation of the disability to K-105. This information can also be submitted via fax (201-200-3083) or email (jaitken@njcu.edu). Documentation guidelines can be found on the OSS/SI homepage and on the registration form.

The following Services/Resources are available to students currently registered at NJCU and the Office of Specialized Services.

Requests for Accommodations

Each semester, students must complete an accommodation request form to indicate the accommodations needed for each class. Please list each class, including section number, for which you are seeking accommodations. Please note this form must be completed every semester for which you are enrolled. It is strongly advised that this form be submitted prior to the start of the semester or preferably no later than the add/drop deadline. Please note accommodations cannot be provided on a retroactive basis. Timely submission of your requests is highly recommended.

(Must be completed each semester)

Requests for Note Taking Assistance

In order to receive note taking assistance for a course or courses, a student must:

  • Officially register with the OSS/SI and have a documented disability that requires note taking assistance as a reasonable accommodation tved by documentation.
  • Have received approval from the OSS/SI Director for note taking assistance as a reasonable accommodation for the semester/classes for which notes are being requested.
  • Complete the Request Form for Note Taking Assistance (see below).
  • Follow OSS/SI policies and procedures for obtaining note taking assistance.

Requests for Testing Accommodations

Students who are requesting testing accommodations, such as alternate testing facilities, extended time for testing, and/or use of computer with spell-check, must complete the testing accommodation request form. Testing accommodation request forms should be completed and submitted online at least one week prior to the scheduled exam.

Reminder: you must complete a separate form for each exam.

Tests/quizzes are proctored by Office of Specialized Services and Supplemental Instruction staff and any form of academic dishonesty will be reported to your instructor and/or the appropriate Dean. The University states that any violation of academic integrity may be subject to a penalty based on the infraction that may include a reprimand, reduction in grade, failing grade, suspension, or dismissal from the University.
Students are not permitted to have access to books or notes or any other materials (cell phone, internet access, etc.) during testing unless written notice is received directly from the instructor.

Requests for Assistive Technology

Students who wish to borrow equipment or software (assistive technology) from the OSS/SI must be registered with the office, currently enrolled in classes, and complete a student lending agreement. Equipment is available on a first-come, first-served basis. When the item is due back, be sure to return all cords, cables, chargers, and cases that came with the equipment you checked out. Office staff will inspect equipment to be sure all equipment pieces are present. Students will be held responsible for lost/damaged equipment. Failure to return borrowed equipment will result in a registration hold preventing future enrollment.

Requests for Course Materials in Alternate Format

Students who require textbooks or course books in Alternate Format must complete the request form. Please note requests may take several weeks to be fully processed so please submit your requests in a timely fashion. Proof of purchase of textbooks and other materials may also be required. Please submit receipts to J. Zegarra in K105 or to jzegarra@njcu.edu.

Books Available from Bookshare; CourseSmart; the National Library Service; Project Gutenberg or Vital Source:

Students can order their books directly from the source listed and do not need to submit the Alternate Textbook Request Form for that book. To order accessible electronic books directly from Bookshare, CourseSmart, the National Library Service, Project Gutenberg or Vital Source, go to the link below and order your book:

  • "is an accessible online library for people with print disabilities. Free memberships for qualified U.S. students and schools." To sign up for bookshare and obtain your electronic book, go to the Bookshare .
  • : an accessibility site from which you can obtain a title in whatever font size or accessibility format you desire, including DAISY and other text-to-speech editions. These titles are direct-for-sale to the end user, so it is no longer necessary for the student to purchase an unusable text copy of the book. The student can simply access the RHYW site directly, search for the desired book, and purchase in the desired format.
  • : "is a network of regional and subregional libraries that provide a free library service to persons who are unable to use standard printed material because of visual or physical disabilities. Library patrons can expect to borrow audio or braille books such as they might find in print at a local public library. Books and magazines in audio form (talking books) and braille are delivered to eligible readers by postage-free mail and are returned in the same manner. Specially designed phonographs and cassette players are also loaned free to persons who borrow talking books from their library."
  • : "offers over 40,000 free ebooks: choose among free epub books, free kindle books, download them or read them online. We carry high quality ebooks: All our ebooks were previously published by bona fide publishers. We digitized and diligently proofread them with the help of thousands of volunteers."
  • "is an e-textbook platform that uses VitalSource Bookshelf which can be accessed online or via download, and is not tied to any one type of device. Bookshelf apps are available for Windows, Mac, iOS, and Android. These applications are also industry leaders in accessibility for disabled students. Information about accessibility and VitalSource can be found at the VitalSource Accessibility Support page."

Assistance Animal Guidelines for Residential Students

New Jersey City University follows the most recent guidance from the Department of Housing and Urban Development (HUD) regarding Assistance Animals. In accordance with HUD and the Fair Housing Act (FHA), New Jersey City University has created the following guidelines for Assistance Animal in the residence halls.

Definition of Assistance Animal

An assistance or emotional tv animal is one that is necessary to afford the person with a disability an equal opportunity to use and enjoy University housing.  The animal may provide physical assistance, emotional tv, calming, stability, and other kinds of assistance.  Assistance animals do not perform work or tasks that would qualify them as a “Service Animal” under the Americans with Disabilities Act.

Approval Process

If you are a Residential Student and are requesting to have an Assistance Animal reside with you in campus housing, please review the Assistance Animal Guidelines for Residential Students and submit an . Please also submit an  and documentation that tvs the request for the animal. Documentation should include the following.

  1. verifies that the student has a disability;
  2. describes the need for the Assistance Animal to enable the student an equal opportunity to use and enjoy University housing; and
  3. Identifies the relationship between the disability and the assistance the Assistance Animal provides.

All information will be reviewed by the OSS Office in collaboration with the Office of Housing and Residence Life and the Dean of Students Office.

Student’s Responsibilities

Assistance animals be owned, managed and controlled only by the student who has been approved to keep the Assistance Animal.

  1. Student must be in full control of the animal at all times. The animal must be within six (6) feet of student’s person at all times while on University property and outside of student’s room. 
  2. The animal is expected to be well behaved (not jumping, nipping, snarling or barking) while in the presence of other people. 
  3. Animals must be transported in an animal carrier or controlled by leash or harness at all times outside of the student’s room.
  4. The student is financially responsible for the actions of the approved animal, including but not limited to any actions resulting in bodily injury and/or property damage. Students with approved animals must take appropriate precautions to prevent injury and property damage.  Any damage requiring maintenance above and beyond the normal maintenance cleaning and any other damage to New Jersey City University property caused by the animal will be charged to the student’s New Jersey City University account. 
  5. At all times, the cost of care and maintenance of the health and well-being of the animal are the sole responsibility of the student. The animal must have an annual examination from a licensed veterinarian and be deemed in good health. The student must provide documentation of the animal’s compliance with all relevant state and local ordinances regarding animal ownership, vaccinations and proper licensure. 
  6. The student is responsible for properly containing and disposing of all animal waste.  Indoor animal waste must be placed in a sturdy plastic bag and tied securely before being disposed of in a designated receptacle.  Outdoor animal waste, such as dog feces, must be immediately retrieved by the resident, placed in a plastic bag and securely tied before being disposed of in a designated receptacle.
  7. Animals may only be walked by the student owner in the designated relief area.  No party other than the student is permitted to walk, supervise or control the animal. Student is responsible for discouraging others (student’s faculty and staff) from petting, feeding, walking or deliberately startling the animal. 
  8. Animals must wear owner identification tag (which includes the name and phone number of the owner), the Jersey City license tag (if applicable), and a current rabies vaccination tag at all times. 
  9. The student will provide Office of Specialized Services and Residence Life with contact information for a person who can be contacted in the event of an emergency or if the student is unable to care for the animal at any time.  Current New Jersey City University residents or staff members are not appropriate choices for an emergency contact and will not be permitted.
  10. The student is solely responsible for the health and safety of the animal.  Student is responsible to ensure the animal is kept clean (regular bathing and grooming).  If animal neglect of any kind is suspected, OSS or Residence Life staff will contact the student and the Jersey City Police or Animal Control. The animal should not be left alone in the unit for unreasonably long periods. 

Assistance Animals in Residence Halls

All areas except for privately assigned living space in housing are off-limits to approved Assistance Animals.

  1. All animals must be placed in a crate or cage when the student is not present in the residence hall room.
  2. The student is responsible for assuring that the animal does not interfere with the orderly operation of the residence hall or cause difficulties for other residents of the community.  Sensitivity to residents with allergies and to those who fear animals is important to ensure a positive residential community.
  3. New Jersey City University will inspect the residential unit on a regular basis as part of routine health and safety checks of all residential space.  If fleas, ticks or other pests are detected through inspection, the unit will be treated using fumigation methods by the university-approved pest control services. All costs will be billed to the student’s account and will be the sole responsibility of the student.
  4. University personnel shall not be required to provide care or food for any Assistance Animal including, but not limited to, removing the animal during an emergency evacuation. Emergency personnel will determine whether to remove the animal and may not be held responsible for care, damage to, or loss of the animal.

Removal of Assistance Animals

  • Assistance Animals shall be removed from New Jersey City University premises if:
    • the Assistance Animal bites or displays aggressive behavior towards other students, staff, or guests;
    • the Assistance Animal is disruptive or has caused damage to university property:  
    • the Assistance Animal is not housebroken.
  • If improper animal behavior occurs, the student may be asked to remove the animal from the residence hall until the student can demonstrate that s/he has taken significant steps to mitigate the behavior.

Important Information to Note Regarding the Approval Process

Students are required to submit an OSS/SI registration form and documentation of the disability that tvs the request for an ESA. Students must also submit an Assistance Animal  Registration form and receive approval from the Office of Specialized Services before bringing the animal to the residence hall.

Students who have unapproved animals in the residence halls are subject to disciplinary action as outlined in the Housing and Residence Life Contract and Student Code of Conduct.

Links to the forms: