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Section 504 Procedures

I. Purpose

These procedures ensure that qualified students with disabilities receive appropriate academic adjustments, auxiliary aids, and services in compliance with Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA), and applicable Washington State laws.

II. Student Rights and Responsibilities

A. Student Rights

Students with disabilities have the right to:

  • Equal access to academic programs, activities, and services.
  • Confidentiality regarding their disability and/or health condition.
  • Receive reasonable accommodations that do not fundamentally alter program requirements or pose an undue burden.
  • Participate in the interactive process and have their requests for accommodations reviewed in a timely manner.
  • Appeal accommodation decisions and file grievances if they believe they have been treated unfairly.

For a full listing of student rights, visit Your Rights.

B. Student Responsibilities

To access accommodations, students must:

1. Self Identify

Contact Access and Disability Services (ADS) to request accommodations. Students will need to complete a new student application through the ADS website in order to be considered for academic accommodations.

2. Provide Documentation

Submit documentation to support your request for accommodation. Acceptable documentation may include but is not limited to:

  • The student’s self-report describing barriers experienced in academic settings
  • Observations and professional judgment of ADS staff during the intake process
  • External documentation from licensed professionals that describes the functional impact of the disability

Pierce College recognizes that documentation is used to establish a connection between the condition and the requested accommodation. The college uses a flexible, student-centered approach that values individualized assessment.

Students who do not have access to educational or medical records, reports, or    assessments from healthcare providers, school psychologists, teachers, or                  educational institutions may complete and submit the ADS Disability Declaration Form. This form provides an opportunity for students to share their experience of disability-related barriers and helps guide the accommodation process.

More information is available on the ADS website:  Preparing for your Access Intake Appointment.

3. Participate in the Interactive Process

Engage in a meeting with ADS to discuss needs and identify reasonable accommodations. Meetings may be scheduled virtually or in person.

4. Request Accommodations Each Term

Students must renew their accommodation requests through ADS before each academic term by submitting a quarterly renewal form.

5. Communicate with Instructors

Provide faculty with the official accommodation letter and coordinate implementation. ADS can assist in facilitating communication if needed.

6. Report Issues Promptly

Notify ADS immediately if accommodations are not provided as agreed.

For a complete overview of responsibilities, visit Your Rights.

III. College Responsibilities

Pierce College is responsible for:

  1. Reviewing Documentation: ADS evaluates documentation to determine eligibility.
  2. Issuing Accommodation Letters: ADS provides a formal letter for the student to share with instructors for each class that they request accommodations for.
  3. Providing Auxiliary Aids and Services: Including but not limited to:
    1. Sign language interpreters
    2. Note-taking support
    3. Alternative formats for instructional materials
    4. Adaptive technology
    5. Extended test time or reduced distraction testing environments
    6. Accessible classroom furniture
  4. Supporting Faculty: ADS is available to consult on the implementation of accommodations.
  5. Maintaining Confidentiality: Information is shared only with those directly involved in the accommodation process and only on a need-to-know basis.
  6. Non-Discrimination: Faculty and staff must not discriminate against students with disabilities.
  7. Providing Equal Access Across Campuses: Services are available across the Pierce College District with offices on the Fort Steilacoom and Puyallup campuses, and support can be provided remotely.

A list of commonly provided academic accommodations can be found at Accommodations, Disabilities, and Health Conditions. Please note that this list is not exhaustive. Accommodations are tailored to each student’s individual needs, taking into account the nature and severity of the disability and its impact in the academic environment.

IV. Interactive Process and Accommodation Determination

  1. Intake Appointment: ADS schedules a one-on-one appointment with the student.
  2. Evaluation: ADS staff reviews documentation and determines eligibility and reasonable accommodations.
  3. Collaboration: ADS consults with the student and, if needed, with instructors or program staff.
  4. Implementation Plan: ADS issues an accommodation letter outlining approved services.

V. Timelines

  • Initial Request: Students should request accommodations at least four weeks before the start of the term, when possible.
  • Renewals: Students should request renewal of accommodations two weeks before each term, when possible.
  • Urgent Requests: ADS will make every effort to accommodate late or urgent requests but cannot guarantee immediate implementation.

VI. Appeals and Grievances

Students who believe they have been denied reasonable accommodations or have experienced discrimination based on disability may:

  1. Contact the 504/ADA Compliance Officer: Sean Cooke, SCooke@pierce.ctc.edu or by phone at 253-840-8472.
  2. File a Formal Grievance: Following the college’s student complaint procedure (review the Academic Accommodation and the Disability Discrimination or Retaliation Grievance Processes below.
  3. Seek External Remedies: File a complaint with the Office for Civil Rights (OCR), U.S. Department of Education.

If a student believes their civil rights have been violated, they may file complaints with:

Academic Accommodation Grievance Process

(For cases where an approved accommodation was not implemented properly.)

Step 1: Informal Resolution

Before filing a formal grievance, students should try resolving the issue by:

  1. Contacting the Instructor
    1. Inform the instructor of the issue and request immediate implementation.
  2. Speaking with Access and Disability Services (ADS)
    1. Report the concern to ADS, who will intervene on the student’s behalf.
    2. To report a concern, please send an email directly to your Accommodation Specialist with details of the situation. They will respond and may request a meeting to gather additional information.
  3. Facilitated Discussion by ADS
    1. If unresolved, ADS may facilitate a discussion between the student and faculty/staff.

Once the student or the ADS staff contacts the faculty member, if the issue is not resolved within 5 business days, the student may proceed with a formal grievance.

Step 2: Filing a Formal Academic Accommodation Grievance

Students should submit a written grievance at minimum within 30 business days of the incident.

To file a grievance:

  • Submit your complaint via the Academic Accommodation Grievance Form.
  • Once submitted, the form will be routed to Sean Cooke, Leigh Simon, and Davi Kallman. One of them will follow up with you to discuss next steps, which may include scheduling a meeting with the Director of ADS and the college’s 504 Coordinator.
  • If you have any questions, feel free to contact the ADS team at ADS@pierce.ctc.edu.

Your grievance should include:

  • Your full name, student ID number, and contact information.
  • A clear description of the issue, including specific dates and details.
  • Any supporting evidence, such as emails, relevant documents, or witness statements.
  • A summary of steps you’ve already taken to resolve the issue, if any.
  • A statement of your desired resolution or outcome.

Step 3: Investigation & Resolution

  • The District ADS Director and the 504 Coordinator will initiate the investigation within 10 business days of receiving the grievance.
  • Findings will be shared with the student and instructor.
  • If the District ADS Director and the 504 Coordinator determine the accommodation was not properly implemented, additional follow up will be required.

Step 4: Appeal

If the student disagrees with the outcome of the complaint resolution, they may submit a written appeal within 10 business days of receiving the findings from the College to the Vice President of Learning and Student Success at the campus where the complaint originated.

  • Pierce College Fort Steilacoom (FS) – Submit the appeal to the Vice President of Student Services – FS, Ilder Betancourt Lopez
  • Pierce College Puyallup (PY) – Submit the appeal to the Vice President of Student Services – PY, Yuritzi Lozano

The Vice President will review the appeal and issue a final decision within 15 business days of receiving the appeal. This decision is final and not subject to further review.

Disability Discrimination or Retaliation Grievance Process

(For cases involving disability discrimination, harassment, or retaliation.)

Step 1: Filing a Formal Discrimination or Retaliation Grievance

  • Submit a grievance via the Pierce College Disability Discrimination or Retaliation Grievance Form within 30 business days of the incident. The form is sent directly to the ADA Compliance Officer, Sean Cooke.
  • You will be asked to Include:
    • Student’s name, ID number, and contact information.
    • Description of the discrimination or retaliation, including dates and individuals involved.
    • Supporting evidence (emails, witness statements, etc.).
    • Requested resolution.

Step 2: Investigation

  • The ADA Compliance Officer (or assigned investigator) will initiate the investigation within 20 business days.
  • Investigation includes:
    • Interviews with the student, faculty, staff, and witnesses.
    • Review of relevant policies and documentation.
  • Findings will be compiled into a formal report.

Step 3: Decision and Next Steps

  • A written decision will be made within 20 business days of completing the investigation.
  • If discrimination or retaliation is found, additional actions may be taken, which may include disciplinary action against the responsible party.

Step 4: Appeal Process

If the student disagrees with the decision, they may file an appeal within 10 business days with the Vice President of Learning and Student Services for their respective campus:

  • Pierce College Fort Steilacoom (FS) – Submit the appeal to the Vice President of Student Services – FS, Ilder Betancourt Lopez
  • Pierce College Puyallup (PY) – Submit the appeal to the Vice President of Student Services – PY, Yuritzi Lozano

A final decision will be issued within 15 business days, and this decision will be final.                                                 

VII. Review and Revision

These procedures will be reviewed every three years or upon changes in federal or state law. Updates will be made to ensure alignment with best practices and legal requirements.

For questions or support regarding these procedures, please contact Access and Disability Services at:

By following these procedures, Pierce College reaffirms its commitment to accessibility, equity, and student success.