Guide to the Disabled Students’ Allowance Process
Guide to the Disabled Students’ Allowance Process If you require the form in an alternative format Please contact the office: Anglia Access Centre HEL333 Student Services Anglia Ruskin University East Road Cambridge CB1 1PT T: 01223 698378 F: 01223 417730 E: dsa@anglia.ac.uk W: www.anglia.ac.uk/aac Guide to the Disabled Student Allowance Process v1.0 Anglia Access Centre Manager Jan 2014 Contents About the Anglia Access Centre .................................................................................................. 3 What is the DSA? ......................................................................................................................... 3 Am I eligible to apply for the DSA? .............................................................................................. 4 When can I apply for the DSA? .................................................................................................... 4 How do I apply for the DSA? ........................................................................................................ 4 Do I have to have a study needs assessment? ............................................................................ 5 Do I have to disclose my disability to my institution? ................................................................... 5 How do I book my assessment? .................................................................................................. 5 What happens in the assessment? .............................................................................................. 6 Getting the most from your assessment....................................................................................... 6 What happens after the assessment? .......................................................................................... 7 Appendix 1: Flowchart of the DSA process .................................................................................. 9 Appendix 2: FAQs ...................................................................................................................... 10 Guide to the Disabled Students’ Allowance Process v1.0 Anglia Access Centre Manager Jan 2014 About the Anglia Access Centre The Anglia Access Centre has been providing a high quality DSA Study Needs Assessment service since 1996. We currently consist of one Main Centre in Cambridge and four Outreach Centres in Chelmsford, Peterborough, Norwich, and Hatfield. We have eleven fully trained assessors and an outstanding administration team who are here to help you. We are a fully accredited Access Centre registered with the Disabled Students' Allowance Quality Assurance Group (DSA-QAG) We are part of the Anglia Ruskin University Student Services team and collectively we won the Times Higher Education Leadership and Management Award 2012 for Outstanding Student Services Team. We are also a member of the National Network of Assessment Centres (NNAC). Whilst we are based within Anglia Ruskin University, our service is available to you wherever you will be studying in the United Kingdom. What is the DSA? UK Students who have a disability (for example: physical disabilities, sensory impairments, mental health needs, and specific learning difficulties) may be eligible for a DSA. This grant provides funding to cover additional costs incurred by a student in accessing their course due to their disability. The allowance is divided into four components: Equipment Allowance: This can cover hardware (for example: computer, laptop, printer, digital recorder), assistive software (for example: text-to-speech, speech-to-text, mindmapping), ergonomic equipment (for example: chairs, adjustable desks, wrist rests) or any other physical item that may be required to assist with accessing the course; Non-Medical Helper Allowance: This component of the grant is for human support and can cover note takers, study support, specialist tuition, mentors, etc.; General Allowance: This component can cover consumables and other items not covered by the other allowances such as printing, photocopying, internet access, book allowance, additional accommodation costs, etc.; Travel Allowance: This component can cover the additional costs in travelling between a student’s term-time address and the university campus, which are incurred due to disability, for example, if you need to use a taxi instead of a bus then this allowance will reimburse the difference in cost. You would still be required to pay the amount the bus would cost. For undergraduate students, each component of the allowance is capped. The equipment allowance is a single allowance that covers the entirety of your course. The other three allowances are renewed each year. For part-time undergraduate students, the allowances will be adjusted on a pro-rata basis in accordance with the percentage of the course studied. For postgraduate students, the DSA is a single allowance that is capped and is renewed each year. The DSA does not cover costs that all students on your course will incur or costs that you would incur if you were not studying. It can only cover costs that you incur because of your disability/ies in accessing your course, for example, it will not pay for core books, food, standard Guide to the Disabled Students’ Allowance Process v1.0 Anglia Access Centre Manager Jan 2014 accommodation, or personal care. The DSA is not means tested and does not affect any other benefits you may receive. The DSA allowance is attached to the course you are studying. If you complete the course and decide to take up another course, you can apply for a new DSA allowance for that course. For full details of the DSA, regulations and the current year’s allowance limits go to: www.gov.uk/disabled-students-allowances-dsas and download the ‘Bridging the Gap’ document. Am I eligible to apply for the DSA? You can apply for the DSA if you: are on a full-time or part-time undergraduate course (for example, a degree or HND-level course) including Open University and other distance-learning courses; or are on an eligible full-time or part-time postgraduate course (which you need a degree or equivalent qualification to get onto), including Open University and other distancelearning courses, that lasts at least one year; and have a disability, mental-health condition, or a specific learning difficulty, which affects your ability to study. If you are unsure about your eligibility, you should contact your funding body, your university’s disability team, or us for advice. You are not eligible to apply for the DSA if: the course you are/will be studying is less than 1 year in duration. your condition is short-term, for example, a broken leg. When can I apply for the DSA? If you are a prospective student, you should apply for the DSA as soon as possible after applying for a place at university. Do not wait until after your exams or receiving your results. The DSA application process is lengthy and the sooner you apply the more likely the support you need can be put in place in time for you to start your course. If you are already at university, you should apply immediately. You can apply for the DSA at any time during your course but it is better not to wait until you are behind in your work or about to fail, as it may be too late to get the support you need in place in time to make a difference. If you are unsure about whether to apply for the DSA, speak to your university’s disability team. Even if you are not eligible for the DSA, they may be able to provide guidance/assistance to help you. If you are within the last 6 months of completing your course, you can still apply for the DSA. Human support can be provided, however, if equipment is recommended it is likely you will be provided with rental equipment rather than the equipment being purchased for you. How do I apply for the DSA? To access the DSA you need to apply to your funding body, this will be the same organisation from which you are receiving your normal student funding. For applications to Student Finance England / Wales / Northern Ireland or Student Awards Agency for Scotland go to: www.direct.gov.uk/dsas Guide to the Disabled Students’ Allowance Process v1.0 Anglia Access Centre Manager Jan 2014 If you are a student receiving an NHS Bursary then you should contact the NHS Bursaries team. You can find more details at: www.nhsba.nhs.uk/students If you are studying on an Open University course, you can find more details at: www.open.ac.uk/disability/disabled-students-allowance.php Contact your Disability Officer for applications to Research Councils. Once your funding body approves your application for the DSA, they will ask you to attend a Study Needs Assessment. You should contact us at this point to organise an appointment to meet with one of our assessors in order to discuss your needs and to identify strategies that will assist you in overcoming your difficulties. Do I have to have a study needs assessment? Yes. The study needs assessment is very important, as it is during this meeting that you will discuss what support may be funded through the DSA grant. Your funding body will not agree to any support unless it has been recommended by a study needs assessor. The only exception to this is if you are in the last six months of your course and you only need human support. In this situation, your funding body may accept recommendations from your institution’s disability officer. Do I have to disclose my disability to my institution? No, there is no legal requirement for you to notify your institution of your disability/ies, unless your chosen course has specific fitness to study/practice requirements that you must meet in order to be accepted on the course. However, it is highly recommended that you do disclose your disability/ies to the disability team at your institution, as they will be able to help you with the DSA process and may be able to put some support in place while you are going through the application process. The disability team cannot inform your tutors of your disclosure without your permission. However, if you choose not to disclose your disability/ies to your institution it will limit the support they can provide to you and the on-campus support we can recommend through the DSA. How do I book my assessment? Step 1: Contact us You must have written permission from your funding body to have a needs assessment before you can make an appointment with us. Ensure you have your diary / timetable ready before contacting our administrator. You can contact us using various methods: telephone, email, fax, post, or our online form. Our contact details are on the front page of this document. Step 2: Send in your paperwork Once you have booked your assessment you must send us the following documentation: Guide to the Disabled Students’ Allowance Process v1.0 Anglia Access Centre Manager Jan 2014 a copy of your evidence of disability. This is the evidence that you sent to your funding body when applying for the DSA a copy of the funding body letter authorising your DSA Assessment a completed Personal Information Form. This will be emailed to you when you book your assessment Please note: If we have not received these documents by the date stated on your appointment confirmation letter, your assessment will need to be rescheduled. Your assessment cannot take place until we have received all the above paperwork. Do not send original documents, only copies. If sending your documentation by post, please ensure postage is fully paid, as incorrect postage can significantly delay delivery of your documents and this may mean your appointment will need to be rescheduled. Step 3: What happens if you cannot attend your appointment Please let us know as soon as possible if you are unable to keep your appointment so that we can reschedule your appointment and offer the slot to another student. If you miss an appointment or cancel it within 24 hours, a fee of £75.00 will be charged to your DSA grant. This will reduce the amount of money available for your assessment and your funding body may decide to reclaim this cost from you, if they feel your reason for nonattendance is unacceptable. What happens in the assessment? The study needs assessment is NOT a diagnostic or medical assessment. It does not involve any tests or examinations. The assessment is a conversation between you and the assessor, focusing on the difficulties you are experiencing or will encounter on your course because of your disability/ies. Assessments usually take between one and two hours. The assessor may introduce you to a range of equipment. Any equipment discussed will be demonstrated for you and you will be offered the chance to try it for yourself. Your views are a very important part of the assessment and you will be fully involved in your assessment. Do not feel that you cannot ask questions or suggest strategies / equipment that you feel may benefit you. The assessor will discuss these with you and consider them in relation to the DSA guidance. The assessor will discuss the possible recommendations with you and identify which are most appropriate to your needs in order to help you overcome the difficulties you are experiencing or will encounter. Getting the most from your assessment Before your appointment Ensure you have sent us all the paperwork we need by the date indicated in your appointment confirmation letter. Your assessment may need to be cancelled / re-organised if we do not receive your information in time. Take some time before your assessment to make a list of the problems you are encountering. Guide to the Disabled Students’ Allowance Process v1.0 Anglia Access Centre Manager Jan 2014 This will ensure you can remember everything you want to discuss with the assessor. Make a list of any equipment / strategies you are currently using or have used in the past. During your appointment Be prepared to discuss all areas of difficulty encountered because of your disability. The assessor will be able to identify areas that you may not have considered, especially if you have not previously studied at HE level. Be honest about your difficulties. This will make it easier for the assessor to identify the strategies that will work for you. As with all disabilities you will have good days and bad days. The DSA needs assessment will focus on your bad days. This will ensure the support you need is there when you need it. Ask questions and suggest strategies / equipment that you feel may benefit you. The assessor will discuss these with you and consider them in relation to the DSA guidance. After your appointment Respond to the draft report as soon as possible (if you opted to receive one). Read your final report carefully, so you know what has been recommended and why. Complete our customer survey (a link will be sent to you with your final report) to assist us in improving our services. Order your equipment and organise your support as soon as you receive authorisation from your funding body. What happens after the assessment? Step 1: Draft report You will have been given the option to receive a draft of your report during your assessment. If you decided to receive a draft, it will normally be sent by email within 5 working days of your assessment. If there is a delay, your assessor will contact you. Please read the draft report carefully and let your assessor know if you are happy for it to be distributed or if you have any questions as soon as possible. You need to respond within 5 working days of the date the draft report was sent to you. After this time, your assessor will assume that you are happy with the report and the final version will be sent out. Step 2: Final report Within 1 working day of the above deadline or within 10 working days of your assessment (if you did not wish to receive a draft), the final report will be sent by email to: You, Your funding body (Student Finance, NHS Bursaries, etc.), and The Disability Officer at your University (if previously agreed). Step 3: Letter from your funding body Your funding body will consider the report. They will then write to you to advise you of their Guide to the Disabled Students’ Allowance Process v1.0 Anglia Access Centre Manager Jan 2014 decision and to tell you what they have agreed to and what to do next. You must wait for your funding body to write to you. Do not order any equipment until told to do so by your funding body. Your university may be able to provide any Non-Medical Helper support recommended in the report before you receive the letter from your funding body. You should contact your university’s disability team to discuss this. Step 4: Organising equipment / support Follow the instructions in the letter from your funding body. It is your responsibility to do this. It will not be automatically done by the funding body, your institution, or us. The letter usually advises you to contact the supplier/s authorised by your funding body. Section E of your report provides all the contact details you will need. Equipment suppliers will agree a delivery date with you once you place your order. Non-Medical Help suppliers will agree an initial meeting with you to discuss how best to provide the support authorised by your funding body. Step 5: Assistive technology training If the supplier of the equipment is also delivering the assistive technology training, they may wish to arrange a training date when you place your order. If a separate training company is delivering the training, contact the training company and arrange a training date as soon as you have agreed delivery of the equipment. The training is very important, as it will give you the knowledge to use the technology quickly and effectively in your studies. The training will focus on helping you to incorporate the technology into your personal learning style rather than focusing on functionality. This helps students to see how a software function can help them with a particular task or difficulty, which may not be obvious from the menu title. Guide to the Disabled Students’ Allowance Process v1.0 Anglia Access Centre Manager Jan 2014 Appendix 1: Flowchart of the DSA process Download and complete the application form Send your form and evidence to your Funding Body Book a needs assessment The assessment Read through the report Funding body letter Order equipment and training For applications to Student Finance England / Wales / Northern Ireland or Student Awards Agency for Scotland go to: www.direct.gov.uk/dsas To apply to NHS go to: www.nhsba.nhs.uk/students Contact your Disability Officer for applications to Research Councils Send your completed form and your medical evidence to the funding body (ensure you keep a copy for yourself) The medical evidence will either be your Educational Psychologist / Specialist Teacher's Report (must be post 16) or a letter from your GP or other health professional The funding body will assess your application. If they approve your entitlement, they will ask you to book a Needs Assessment Contact us to book your appointment. You can contact via ‘phone, email, fax, post, or fill in our online request form (www.anglia.ac.uk/aac) You will need to provide a copy of the evidence sent to your funding body, plus a copy of the confirmation letter (do not send us your originals) The assessment is a discussion between yourself and the assessor to identify the impact of your disability / difficulty on your studies It is not a medical assessment and there will not be any tests You will discuss study strategies and, if appropriate, evaluate equipment and software You should allow 2 hours for the assessment The assessor will write a report summarising the assessment If you request a draft of the report, you should receive this by email within 5 working days of your assessment. You then have 5 working days to respond to the draft. If we have not heard from you by that deadline we will assume you are happy with the contents of the report and distribute it If you declined a draft of the report it will be distributed within 10 working days of your assessment Your funding body will read the report and write to you to confirm which recommendations have been agreed and how to go about organising the equipment / support You may have to provide the Equipment Suppliers with a copy of the funding body letter to order your equipment and software. The Equipment Supplier will then deliver the equipment and software and also any training Guide to the Disabled Students’ Allowance Process v1.0 Anglia Access Centre Manager Jan 2014 Appendix 2: FAQs What happens to the information collected about me? The Anglia Access Centre operates under the Data Protection Act 1998. For your application for a DSA to proceed, it will be necessary for us to write a report for your funding body. This will contain your personal details and details of your disability. To assist you, we usually send the Disability Officer / Adviser at your College or University a copy of the report. However, if you do not want us to do this, you can tell us at the time of your assessment. In that case, only you and your funding body will receive a copy of the report. Once your assessment is complete, all your paperwork is scanned and stored on a secure server. All paper-based documents are securely shredded. We keep your data for 6 years from the end date of your course and then destroy it securely. If you require further information on our data policy then please contact the Centre. Do I have to come to you? Not necessarily. If your medical condition prevents you from attending one of our Centres we can request permission from your funding body to visit you at home. Will there be any tests? No, there are no tests involved during the assessment process. Can I bring someone into the assessment with me? The assessment is normally conducted on a one-to-one basis unless there is a specific need for you to be accompanied. However, the decision lies solely with the person being assessed. If you choose to have someone accompany you, the assessor will primarily communicate with you, not the person accompanying you. There are cafe facilities on all our main sites for anyone who accompanies you on the journey. How long before I get any recommended equipment / help? The length of time between a DSA Assessment and receiving any recommended equipment / help can vary. It often depends on the time of year. The busiest period for equipment suppliers and trainers is June - October. Non-medical help (dyslexia support, physical assistance, etc.) is often arranged immediately, as this can be put in place by your institution as soon as the report arrives. Does it matter if I haven't had my needs assessment prior to starting my course? This really depends on the nature and severity of your disability. If you are visually impaired, hearing impaired, or have severe mobility difficulties then it is recommended that you get your assessment done before your course starts as the recommendations are likely to be vital from day one. Don't delay things longer than you have to, as it is good for you to have all of your support in place before starting. If you start your course and realise that you need additional Guide to the Disabled Students’ Allowance Process v1.0 Anglia Access Centre Manager Jan 2014 arrangements, it is not too late. The Disability Officer at your Institution can advise you on how to organise amendments to your recommendations. What if my needs or course requirements change during my studies? If you find that your disability has changed or the structure of your course is amended, you should contact your Disability Officer to discuss how to proceed. What happens to the equipment once I finish my course? The DSA is a grant. The equipment is owned by you and you take the equipment with you when you finish your studies. However, if you have applied for the DSA in the last six months of your course, you may be provided with rental equipment, which would need to be returned to the supplier. Will I be asked to pay the money back? No. The DSA is a grant not a loan. The only time you would be required to pay anything back is if you received equipment/support before starting your course and then you did not attend university. If this situation occurs, your funding body will contact you to discuss the options available to you. Can I park at the assessment location? Parking varies depending on the location. Please refer to the ‘Find Us’ page on our website for detailed information. If you are a blue badge holder, please inform us when booking your appointment and we will arrange accessible parking. Guide to the Disabled Students’ Allowance Process v1.0 Anglia Access Centre Manager Jan 2014
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