{"source":"Disability resources and accommodation management functions and features most commonly offered by Symplicity Accommodate, AIM and Clockwork, as identified by Claude, Perplexity and Grok and reconciled into one set. The Claude draft supplies the structure; features named only by Perplexity or Grok are added where they fit. src: C = Claude, P = Perplexity, G = Grok. Levels: area > functional area > function > feature.","scope":"Covers student intake, accommodation requests and documentation review, the interactive process and determinations, faculty notification, implementation of note-taking, alternate format and communication access services, accommodated exam coordination, case history and communications, student, faculty and staff portals, reporting, SIS integration and confidentiality and operations, while the SIS remains the record for student identity, enrollment and course registration, clinical and counseling records stay in their own systems except as supporting documentation, and exams themselves are delivered in the LMS or testing center.","vendors":["Symplicity Accommodate","AIM","Clockwork"],"groups":[{"k":"C","name":"Student Request and Documentation","ds":["1","2","3"],"desc":"Brings students into the disability resources office and gathers the requests and documentation a determination needs."},{"k":"I","name":"Determination and Interactive Process","ds":["4","5","6"],"desc":"Supports the interactive process between student and coordinator and records the office's decisions."},{"k":"W","name":"Faculty Notification and Implementation","ds":["7","8","9"],"desc":"Tells instructors what to provide and tracks that accommodations are delivered."},{"k":"H","name":"Case Management and History","ds":["10","11"],"desc":"Keeps a complete, confidential record of each student's case and all related communication."},{"k":"K","name":"Portals and Workspaces","ds":["12","13","14"],"desc":"Gives students, faculty and staff their own views of the accommodation process."},{"k":"S","name":"Reporting and Compliance","ds":["15"],"desc":"Reports on caseloads, accommodations and service delivery for management and compliance."},{"k":"E","name":"Platform","ds":["16","17","18"],"desc":"Integration, security, configuration and exit capabilities that support the accommodation system."}],"domains":[{"n":"1","name":"Student Intake and Registration","desc":"Registers students with the office and records the basic facts of their disability and needs.","caps":[{"id":"1.1","n":"Register students with the office","subs":[{"id":"1.1.1","n":"Online intake application","d":"Lets a student apply to register with the office through a configurable online form.","cls":"Core","src":["C","P"],"herm":"BC224"},{"id":"1.1.2","n":"Intake form builder","d":"Lets staff design intake questions, conditional sections and required fields without code.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"1.1.3","n":"SIS identity prefill on intake","d":"Fills name, ID, program and contact details from the SIS so the student does not re-enter them.","cls":"Core","src":["C"],"herm":"BC224"},{"id":"1.1.4","n":"Disability category capture","d":"Records the student's self-reported and verified disability categories using an office-defined list.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"1.1.5","n":"Prospective and admitted student intake","d":"Accepts registrations from admitted students before their first term begins.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"1.1.6","n":"Intake completeness check","d":"Flags missing questions or attachments before the application moves to review.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"1.1.7","n":"Duplicate student detection","d":"Warns when an intake matches an existing student record by ID or demographic data.","cls":"Platform","src":["C"],"herm":"BC143"},{"id":"1.1.8","n":"Draft saving and submission receipt","d":"Lets a student save an incomplete application and confirms receipt with a timestamp when it is submitted.","cls":"Expected","src":["P"],"herm":"BC224"}]},{"id":"1.2","n":"Manage registration status","subs":[{"id":"1.2.1","n":"Registration status lifecycle","d":"Tracks each student through applied, pending documentation, under review, registered and inactive states.","cls":"Core","src":["C"],"herm":"BC224"},{"id":"1.2.2","n":"Term-by-term reactivation","d":"Lets a registered student renew active status for a new term without reapplying.","cls":"Expected","src":["C","P","G"],"herm":"BC224"},{"id":"1.2.3","n":"Inactivation and withdrawal handling","d":"Marks students inactive after graduation, withdrawal or a period without use.","cls":"Expected","src":["C","P"],"herm":"BC224"}]}]},{"n":"2","name":"Accommodation Requests","desc":"Captures what each student asks for and the context of each request.","caps":[{"id":"2.1","n":"Submit accommodation requests","subs":[{"id":"2.1.1","n":"Request from accommodation catalog","d":"Lets a student select requested accommodations from the office's published list.","cls":"Core","src":["C","G"],"herm":"BC224"},{"id":"2.1.2","n":"Free-text accommodation request","d":"Lets a student describe a need that is not on the published list.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"2.1.3","n":"Request reason and impact narrative","d":"Captures the student's description of how the condition affects the course or setting.","cls":"Expected","src":["C","P"],"herm":"BC224"},{"id":"2.1.4","n":"Course-specific requests","d":"Ties a request to specific enrolled course sections rather than all courses.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"2.1.5","n":"Housing and dining accommodation requests","d":"Accepts requests for residential, dietary and meal-plan accommodations for routing to those offices.","cls":"Expected","src":["C"],"herm":"BC115"},{"id":"2.1.6","n":"Assistance animal and service animal requests","d":"Records requests for emotional support or service animals with the required attestations.","cls":"Expected","src":["C"],"herm":"BC115"},{"id":"2.1.7","n":"Temporary condition requests","d":"Handles short-term requests for injuries, surgery or pregnancy with an end date.","cls":"Specialized","src":["C","P","G"],"herm":"BC224"},{"id":"2.1.8","n":"Employee accommodation requests","d":"Accepts workplace accommodation requests from student employees, staff or faculty when the office handles them.","cls":"Specialized","src":["C"],"herm":"BC183"},{"id":"2.1.9","n":"Staff-entered requests","d":"Lets staff enter a request on a student’s behalf after a phone call, walk-in or referral.","cls":"Expected","src":["P"],"herm":"BC224"}]},{"id":"2.2","n":"Track requests","subs":[{"id":"2.2.1","n":"Request status visibility","d":"Shows the student where each request is in review.","cls":"Core","src":["C"],"herm":"BC224"},{"id":"2.2.2","n":"Request routing to reviewers","d":"Assigns new requests to a coordinator by caseload, disability type or campus.","cls":"Expected","src":["C","P"],"herm":"BC224"},{"id":"2.2.3","n":"Request withdrawal and amendment","d":"Lets a student withdraw or change a pending request.","cls":"Expected","src":["C","P"],"herm":"BC224"}]}]},{"n":"3","name":"Documentation Collection and Review","desc":"Collects supporting documentation and records the office's review of it.","caps":[{"id":"3.1","n":"Collect supporting documentation","subs":[{"id":"3.1.1","n":"Secure document upload","d":"Lets a student upload supporting documents directly to their confidential record.","cls":"Core","src":["C","P","G"],"herm":"BC224"},{"id":"3.1.2","n":"Third-party provider forms","d":"Sends a provider verification form to a clinician and captures the completed response.","cls":"Expected","src":["C","P"],"herm":"BC224"},{"id":"3.1.3","n":"Provider form e-signature","d":"Captures a clinician's electronic signature on verification forms.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"3.1.4","n":"Staff upload of received documents","d":"Lets staff attach documents received by mail, fax or email to the student record.","cls":"Core","src":["C"],"herm":"BC224"},{"id":"3.1.5","n":"Document type classification","d":"Tags each document by type, such as psychoeducational evaluation, medical letter or prior IEP.","cls":"Expected","src":["C"],"herm":"BC146"},{"id":"3.1.6","n":"Documentation reminders","d":"Reminds students and providers of outstanding documentation by email or text.","cls":"Expected","src":["C"],"herm":"BC224"}]},{"id":"3.2","n":"Review documentation","subs":[{"id":"3.2.1","n":"Documentation review checklist","d":"Records the reviewer's assessment against office documentation guidelines.","cls":"Core","src":["C","P","G"],"herm":"BC224"},{"id":"3.2.2","n":"Documentation sufficiency decision","d":"Records whether documentation is sufficient, insufficient or not required for a request.","cls":"Core","src":["C"],"herm":"BC224"},{"id":"3.2.3","n":"Request for additional information","d":"Sends the student a request for further documentation with a reason and due date.","cls":"Expected","src":["C","P"],"herm":"BC224"},{"id":"3.2.4","n":"Provisional accommodation pending documentation","d":"Grants time-limited accommodations while documentation is outstanding.","cls":"Specialized","src":["C","G"],"herm":"BC224"},{"id":"3.2.5","n":"Documentation expiry tracking","d":"Flags documentation that requires renewal by a set date.","cls":"Specialized","src":["C"],"herm":"BC224"},{"id":"3.2.6","n":"Document provenance and validity check","d":"Records who issued each document, its date and whether it meets the office’s currency and credential rules.","cls":"Expected","src":["P"],"herm":"BC224"}]}]},{"n":"4","name":"Interactive Process and Case Assignment","desc":"Assigns cases to coordinators and documents the interactive meetings that inform decisions.","caps":[{"id":"4.1","n":"Assign and manage caseloads","subs":[{"id":"4.1.1","n":"Coordinator case assignment","d":"Assigns each student to a primary coordinator with reassignment history.","cls":"Core","src":["C","P"],"herm":"BC224"},{"id":"4.1.2","n":"Caseload balancing view","d":"Shows each coordinator's active caseload size and pending work.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"4.1.3","n":"Team and specialist routing","d":"Routes cases to specialists such as deaf and hard of hearing or assistive technology staff.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"4.1.4","n":"Periodic case review reminders","d":"Prompts coordinators to review a case at set intervals or before accommodations lapse.","cls":"Expected","src":["P"],"herm":"BC224"}]},{"id":"4.2","n":"Conduct intake meetings","subs":[{"id":"4.2.1","n":"Intake appointment scheduling","d":"Lets students book intake meetings against coordinator availability.","cls":"Expected","src":["C","P","G"],"herm":"BC224"},{"id":"4.2.2","n":"Virtual meeting links","d":"Attaches video meeting links to scheduled appointments.","cls":"Expected","src":["C"],"herm":"BC220"},{"id":"4.2.3","n":"Interactive process notes","d":"Records structured notes from each interactive meeting on the student record.","cls":"Core","src":["C","P","G"],"herm":"BC224"},{"id":"4.2.4","n":"Meeting templates","d":"Provides structured note templates for intake, follow-up and review meetings.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"4.2.5","n":"No-show and cancellation tracking","d":"Records missed and cancelled appointments with follow-up actions.","cls":"Expected","src":["C"],"herm":"BC224"}]},{"id":"4.3","n":"Consult on fundamental requirements","subs":[{"id":"4.3.1","n":"Faculty consultation record","d":"Documents consultations with faculty about whether an accommodation alters essential course requirements.","cls":"Expected","src":["C","P"],"herm":"BC224"},{"id":"4.3.2","n":"Fundamental alteration review","d":"Records the analysis and decision when a request may alter a course or program requirement.","cls":"Specialized","src":["C"],"herm":"BC224"}]}]},{"n":"5","name":"Accommodation Determination and Letters","desc":"Records approved accommodations and produces the formal accommodation letter.","caps":[{"id":"5.1","n":"Determine accommodations","subs":[{"id":"5.1.1","n":"Accommodation catalog management","d":"Maintains the office's list of accommodations with descriptions, categories and implementation notes.","cls":"Core","src":["C","P"],"herm":"BC224"},{"id":"5.1.2","n":"Approval, denial and modification decision","d":"Records approval, denial or a modified alternative for each request with the reason.","cls":"Core","src":["C","P","G"],"herm":"BC224"},{"id":"5.1.3","n":"Decision rationale capture","d":"Requires a documented basis for each decision for compliance review.","cls":"Core","src":["C"],"herm":"BC224"},{"id":"5.1.4","n":"Effective dates and term limits","d":"Sets start and end dates or term scope for each approved accommodation.","cls":"Expected","src":["C","P"],"herm":"BC224"},{"id":"5.1.5","n":"Supervisor review and second sign-off","d":"Routes selected decisions for supervisor approval before release.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"5.1.6","n":"Accommodation parameters","d":"Records specifics such as time extension multiplier, break frequency or absence allowance.","cls":"Expected","src":["C","P"],"herm":"BC224"},{"id":"5.1.7","n":"Flexible attendance and deadline agreements","d":"Records per-course agreements on absence and deadline flexibility negotiated with faculty.","cls":"Specialized","src":["C","P"],"herm":"BC224"}]},{"id":"5.2","n":"Issue determinations to students","subs":[{"id":"5.2.1","n":"Determination notice to student","d":"Sends the student a written decision with approved, modified and denied items.","cls":"Core","src":["C","P"],"herm":"BC224"},{"id":"5.2.2","n":"Accommodation letter generation","d":"Produces the formal accommodation letter from templates with approved items.","cls":"Core","src":["C","P","G"],"herm":"BC224"},{"id":"5.2.3","n":"Letter template management","d":"Maintains letter templates with merge fields and approved wording.","cls":"Expected","src":["C","P"],"herm":"BC146"}]}]},{"n":"6","name":"Appeals and Grievances","desc":"Handles student challenges to determinations and related complaints.","caps":[{"id":"6.1","n":"Manage appeals","subs":[{"id":"6.1.1","n":"Appeal submission","d":"Lets a student request reconsideration or appeal a determination.","cls":"Expected","src":["C","P","G"],"herm":"BC226"},{"id":"6.1.2","n":"Appeal review workflow","d":"Routes appeals to a designated reviewer and records the outcome.","cls":"Expected","src":["C","P"],"herm":"BC226"},{"id":"6.1.3","n":"Grievance and complaint log","d":"Records accommodation complaints, their investigation and resolution, including handoffs to the ADA/504 coordinator.","cls":"Specialized","src":["C"],"herm":"BC166"}]}]},{"n":"7","name":"Faculty Notification","desc":"Sends accommodation letters to instructors and records acknowledgement.","caps":[{"id":"7.1","n":"Send faculty notifications","subs":[{"id":"7.1.1","n":"Student-initiated letter release","d":"Lets a student choose each term which courses and accommodations to send to instructors.","cls":"Core","src":["C","P","G"],"herm":"BC224"},{"id":"7.1.2","n":"Automatic letter delivery to instructors","d":"Emails accommodation letters to instructors of record for selected sections.","cls":"Core","src":["C","P","G"],"herm":"BC224"},{"id":"7.1.3","n":"Instructor of record lookup","d":"Identifies current instructors for each section from SIS data.","cls":"Core","src":["C"],"herm":"BC019"},{"id":"7.1.4","n":"Co-instructor and teaching assistant copies","d":"Sends letters to co-instructors, teaching assistants or department proxies when configured.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"7.1.5","n":"Mid-term schedule change notifications","d":"Re-sends or withdraws letters when a student adds, drops or changes sections.","cls":"Expected","src":["C","P"],"herm":"BC224"},{"id":"7.1.6","n":"Disclosure minimization in letters","d":"Shows instructors only the approved accommodations and never the diagnosis or documentation.","cls":"Core","src":["C","P"],"herm":"BC138"}]},{"id":"7.2","n":"Confirm receipt","subs":[{"id":"7.2.1","n":"Faculty acknowledgement capture","d":"Records when an instructor opens or acknowledges a letter.","cls":"Expected","src":["C","P","G"],"herm":"BC224"},{"id":"7.2.2","n":"Unacknowledged letter reminders","d":"Reminds instructors who have not acknowledged a letter by a set date.","cls":"Expected","src":["C","P"],"herm":"BC224"},{"id":"7.2.3","n":"Faculty question and concern submission","d":"Lets an instructor raise questions or concerns about an accommodation to the coordinator.","cls":"Expected","src":["C"],"herm":"BC224"}]}]},{"n":"8","name":"Implementation Tracking","desc":"Tracks delivery of accommodations beyond exams, such as notes, alternate formats and services.","caps":[{"id":"8.1","n":"Coordinate note-taking","subs":[{"id":"8.1.1","n":"Peer note-taker recruitment","d":"Recruits note-takers from a course roster with a recruitment message.","cls":"Expected","src":["C"],"herm":"BC026"},{"id":"8.1.2","n":"Note-taker assignment and matching","d":"Assigns a note-taker to a student and section without revealing the student's identity.","cls":"Expected","src":["C","P","G"],"herm":"BC026"},{"id":"8.1.3","n":"Note upload and distribution","d":"Lets note-takers upload notes that eligible students retrieve.","cls":"Expected","src":["C"],"herm":"BC026"},{"id":"8.1.4","n":"Note-taker compensation tracking","d":"Records note-taker hours or terms served for stipend or volunteer credit.","cls":"Specialized","src":["C"],"herm":"BC026"}]},{"id":"8.2","n":"Produce alternate formats","subs":[{"id":"8.2.1","n":"Alternate format requests","d":"Lets students request accessible versions of textbooks and course materials.","cls":"Expected","src":["C","P"],"herm":"BC024"},{"id":"8.2.2","n":"Alternate format production tracking","d":"Tracks conversion jobs for e-text, braille, large print and tactile graphics through completion.","cls":"Expected","src":["C"],"herm":"BC024"},{"id":"8.2.3","n":"Proof of purchase capture","d":"Records the student's proof of ownership before releasing converted materials.","cls":"Expected","src":["C"],"herm":"BC024"},{"id":"8.2.4","n":"Accessible file delivery","d":"Delivers converted files to the student through a secure download.","cls":"Expected","src":["C"],"herm":"BC025"},{"id":"8.2.5","n":"Publisher and repository request logging","d":"Records requests made to publishers or accessible-text repositories for source files.","cls":"Specialized","src":["C"],"herm":"BC025"}]},{"id":"8.3","n":"Coordinate communication access services","subs":[{"id":"8.3.1","n":"Interpreter and captioner requests","d":"Accepts requests for sign language interpreters and real-time captioning by class or event.","cls":"Expected","src":["C","P"],"herm":"BC026"},{"id":"8.3.2","n":"Service provider scheduling","d":"Schedules interpreters and captioners against sessions with conflict checks.","cls":"Expected","src":["C"],"herm":"BC026"},{"id":"8.3.3","n":"Service provider invoicing records","d":"Records hours delivered by contracted providers for billing reconciliation.","cls":"Specialized","src":["C"],"herm":"BC026"},{"id":"8.3.4","n":"Event accommodation requests","d":"Accepts accommodation requests for campus events outside of courses.","cls":"Specialized","src":["C","P"],"herm":"BC217"}]},{"id":"8.4","n":"Track implementation","subs":[{"id":"8.4.1","n":"Implementation task list","d":"Creates tasks for each approved accommodation with owner and due date.","cls":"Expected","src":["C","P","G"],"herm":"BC224"},{"id":"8.4.2","n":"Implementation issue reporting","d":"Lets students report that an accommodation was not provided.","cls":"Expected","src":["C","P"],"herm":"BC224"},{"id":"8.4.3","n":"Assistive technology loans","d":"Tracks loans of assistive technology equipment to students.","cls":"Specialized","src":["C","P","G"],"herm":"BC197"},{"id":"8.4.4","n":"Implementation confirmation","d":"Records that an instructor or service provider has put each approved accommodation in place.","cls":"Expected","src":["P"],"herm":"BC224"},{"id":"8.4.5","n":"Issue resolution and escalation","d":"Routes unresolved implementation problems to a supervisor or the ADA/504 coordinator with deadlines.","cls":"Expected","src":["P"],"herm":"BC224"}]}]},{"n":"9","name":"Exam Coordination","desc":"Schedules accommodated exams and coordinates their logistics with instructors and testing staff.","caps":[{"id":"9.1","n":"Schedule accommodated exams","subs":[{"id":"9.1.1","n":"Student exam booking","d":"Lets a student book an accommodated sitting for a course exam.","cls":"Core","src":["C","P","G"],"herm":"BC223"},{"id":"9.1.2","n":"Booking deadline rules","d":"Enforces advance-notice deadlines for exam bookings with configurable exceptions.","cls":"Expected","src":["C","P"],"herm":"BC223"},{"id":"9.1.3","n":"Extended time calculation","d":"Calculates the accommodated exam duration from the approved time multiplier.","cls":"Core","src":["C","P"],"herm":"BC223"},{"id":"9.1.4","n":"Exam schedule conflict check","d":"Detects overlaps with the student's other classes and exams.","cls":"Expected","src":["C"],"herm":"BC223"},{"id":"9.1.5","n":"Rescheduling and cancellation","d":"Handles student and staff changes to booked exams with notifications.","cls":"Expected","src":["C","P"],"herm":"BC223"}]},{"id":"9.2","n":"Coordinate with instructors","subs":[{"id":"9.2.1","n":"Testing agreement capture","d":"Collects instructor exam instructions, permitted materials and delivery method.","cls":"Core","src":["C","P"],"herm":"BC223"},{"id":"9.2.2","n":"Exam file upload and retrieval","d":"Lets instructors upload exam files securely and testing staff retrieve them.","cls":"Expected","src":["C","P"],"herm":"BC223"},{"id":"9.2.3","n":"Instructor exam confirmation","d":"Requires instructors to confirm exam dates and details before the sitting.","cls":"Expected","src":["C"],"herm":"BC223"},{"id":"9.2.4","n":"Completed exam return","d":"Records how and when the completed exam is returned to the instructor.","cls":"Expected","src":["C"],"herm":"BC223"},{"id":"9.2.5","n":"LMS-delivered exam extension handoff","d":"Records the timing adjustments instructors must set in the LMS for online exams.","cls":"Expected","src":["C"],"herm":"BC029"}]},{"id":"9.3","n":"Manage testing center operations","subs":[{"id":"9.3.1","n":"Testing room and seat allocation","d":"Assigns rooms and seats by accommodation type such as reduced distraction or private room.","cls":"Expected","src":["C","P"],"herm":"BC227"},{"id":"9.3.2","n":"Proctor scheduling","d":"Assigns proctors to exam sessions and shifts.","cls":"Expected","src":["C"],"herm":"BC178"},{"id":"9.3.3","n":"Daily exam roster","d":"Lists the day's sittings with accommodations, rooms and instructions for staff.","cls":"Expected","src":["C"],"herm":"BC223"},{"id":"9.3.4","n":"Exam check-in and check-out","d":"Records arrival, start, end and break times for each sitting.","cls":"Expected","src":["C","P"],"herm":"BC223"},{"id":"9.3.5","n":"Incident reporting for exams","d":"Records irregularities during accommodated exams for instructor follow-up.","cls":"Expected","src":["C"],"herm":"BC223"},{"id":"9.3.6","n":"Final exam period planning","d":"Forecasts capacity and resolves room demand for finals weeks.","cls":"Specialized","src":["C"],"herm":"BC227"}]}]},{"n":"10","name":"Case Records and Notes","desc":"Maintains the longitudinal student case record.","caps":[{"id":"10.1","n":"Maintain case record","subs":[{"id":"10.1.1","n":"Unified student case view","d":"Shows registration, documents, requests, decisions, letters and exams on one record.","cls":"Core","src":["C"],"herm":"BC224"},{"id":"10.1.2","n":"Case notes with categories","d":"Records dated case notes classified by type, such as contact, consultation or follow-up.","cls":"Core","src":["C","P","G"],"herm":"BC224"},{"id":"10.1.3","n":"Restricted note visibility","d":"Limits sensitive notes to the author or a defined staff group.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"10.1.4","n":"Case history audit trail","d":"Preserves every change to determinations and notes with author and timestamp.","cls":"Core","src":["C","G"],"herm":"BC145"},{"id":"10.1.5","n":"Accommodation history by term","d":"Shows which accommodations were active and used in each past term.","cls":"Expected","src":["C","P","G"],"herm":"BC224"},{"id":"10.1.6","n":"Case flags and alerts","d":"Displays staff-defined alerts such as safety concerns or communication preferences on the record.","cls":"Expected","src":["C"],"herm":"BC224"}]},{"id":"10.2","n":"Coordinate with other offices","subs":[{"id":"10.2.1","n":"Referral recording","d":"Records referrals to and from counseling, health, housing or advising offices.","cls":"Expected","src":["C"],"herm":"BC180"},{"id":"10.2.2","n":"Clinical documentation as attachment only","d":"Stores counseling or medical records only as supporting documents without importing clinical data.","cls":"Expected","src":["C"],"herm":"BC180"},{"id":"10.2.3","n":"Release of information consent","d":"Records the student's consent to share information with named offices or parties.","cls":"Core","src":["C","P"],"herm":"BC136"},{"id":"10.2.4","n":"Health and counseling system referral link","d":"Exchanges referral notices with the clinical record system without transferring treatment records.","cls":"Specialized","src":["C","G"],"herm":"BC118"}]}]},{"n":"11","name":"Communications","desc":"Manages messages to students, faculty and providers.","caps":[{"id":"11.1","n":"Send communications","subs":[{"id":"11.1.1","n":"Templated email messages","d":"Sends emails from templates with merge fields from the case record.","cls":"Core","src":["C"],"herm":"BC220"},{"id":"11.1.2","n":"Bulk messaging to registered students","d":"Sends announcements to filtered groups of registered students.","cls":"Expected","src":["C"],"herm":"BC220"},{"id":"11.1.3","n":"Text message notifications","d":"Sends SMS reminders and alerts to students who opt in.","cls":"Expected","src":["C"],"herm":"BC220"},{"id":"11.1.4","n":"Communication log","d":"Records every message sent and received on the student record.","cls":"Core","src":["C","P"],"herm":"BC220"},{"id":"11.1.5","n":"Automated event-triggered messages","d":"Sends messages automatically when statuses change or deadlines approach.","cls":"Expected","src":["C"],"herm":"BC220"}]},{"id":"11.2","n":"Manage two-way messaging","subs":[{"id":"11.2.1","n":"Secure in-portal messaging","d":"Lets students and coordinators exchange messages inside the portal.","cls":"Expected","src":["C","P"],"herm":"BC220"},{"id":"11.2.2","n":"Inbound email capture","d":"Files replies from students and faculty to the correct case record.","cls":"Expected","src":["C"],"herm":"BC220"},{"id":"11.2.3","n":"AI-drafted message suggestions","d":"Suggests reply drafts for coordinator review from case context.","cls":"Emerging","src":["C"],"herm":"BC144"}]}]},{"n":"12","name":"Student Portal","desc":"Self-service portal for registered and applying students.","caps":[{"id":"12.1","n":"Provide student self-service","subs":[{"id":"12.1.1","n":"Single sign-on student portal","d":"Lets students sign in with campus credentials to manage their accommodations.","cls":"Core","src":["C","G"],"herm":"BC217"},{"id":"12.1.2","n":"Accommodation dashboard","d":"Shows approved accommodations, letter status and upcoming exams.","cls":"Expected","src":["C","P"],"herm":"BC217"},{"id":"12.1.3","n":"Document and form center","d":"Lists required forms, uploaded documents and outstanding items.","cls":"Expected","src":["C"],"herm":"BC217"},{"id":"12.1.4","n":"Mobile-responsive portal","d":"Renders the student portal fully on phones and tablets.","cls":"Expected","src":["C"],"herm":"BC217"},{"id":"12.1.5","n":"Accessible portal interface","d":"Meets WCAG 2.1 AA for screen reader, keyboard and magnification users.","cls":"Core","src":["C","P"],"herm":"BC217"},{"id":"12.1.6","n":"Student agreements and acknowledgements","d":"Captures student agreement to accommodation responsibilities and policies.","cls":"Expected","src":["C"],"herm":"BC217"},{"id":"12.1.7","n":"Multilingual portal content","d":"Presents portal text in additional languages.","cls":"Emerging","src":["C"],"herm":"BC217"},{"id":"12.1.8","n":"Student access to own records","d":"Lets a student view and request copies of their own accommodation record, as FERPA allows.","cls":"Expected","src":["P"],"herm":"BC217"}]}]},{"n":"13","name":"Faculty Portal","desc":"Self-service portal for instructors.","caps":[{"id":"13.1","n":"Provide faculty self-service","subs":[{"id":"13.1.1","n":"Faculty single sign-on portal","d":"Lets instructors sign in with campus credentials to view their letters.","cls":"Expected","src":["C","G"],"herm":"BC217"},{"id":"13.1.2","n":"Course accommodation summary","d":"Lists all students with accommodations in each section the instructor teaches.","cls":"Expected","src":["C","P"],"herm":"BC217"},{"id":"13.1.3","n":"Exam management for instructors","d":"Shows upcoming accommodated exams and lets instructors submit agreements and files.","cls":"Expected","src":["C"],"herm":"BC223"},{"id":"13.1.4","n":"Delegate and proxy access","d":"Lets instructors grant department staff limited access to exam logistics.","cls":"Expected","src":["C"],"herm":"BC217"},{"id":"13.1.5","n":"Faculty guidance resources","d":"Presents implementation guidance for each accommodation type.","cls":"Expected","src":["C"],"herm":"BC217"}]}]},{"n":"14","name":"Staff Workspace","desc":"The working environment for disability resources staff.","caps":[{"id":"14.1","n":"Support staff work","subs":[{"id":"14.1.1","n":"Coordinator work queues","d":"Shows each coordinator pending reviews, tasks and appointments.","cls":"Core","src":["C","P","G"],"herm":"BC224"},{"id":"14.1.2","n":"Configurable search and lists","d":"Lets staff find and filter students, requests and exams by any field.","cls":"Expected","src":["C","P"],"herm":"BC224"},{"id":"14.1.3","n":"Staff calendar integration","d":"Synchronizes appointments with Outlook or Google calendars.","cls":"Expected","src":["C","P"],"herm":"BC220"},{"id":"14.1.4","n":"Front desk check-in","d":"Records walk-in visits and appointment arrivals.","cls":"Expected","src":["C"],"herm":"BC224"},{"id":"14.1.5","n":"Case summarization assistant","d":"Produces a draft summary of a case history for coordinator review.","cls":"Emerging","src":["C"],"herm":"BC144"},{"id":"14.1.6","n":"Documentation extraction assistant","d":"Highlights functional limitations in uploaded documentation for the reviewer to confirm.","cls":"Emerging","src":["C"],"herm":"BC144"},{"id":"14.1.7","n":"Service provider workspace","d":"Gives note-takers, interpreters and captioners a limited view of their own assignments only.","cls":"Expected","src":["P"],"herm":"BC224"},{"id":"14.1.8","n":"Bulk actions","d":"Applies status changes, letter releases or messages to many records at once.","cls":"Expected","src":["P"],"herm":"BC224"}]}]},{"n":"15","name":"Reporting and Analytics","desc":"Produces operational, compliance and outcome reporting.","caps":[{"id":"15.1","n":"Produce operational reports","subs":[{"id":"15.1.1","n":"Standard report library","d":"Provides prebuilt reports on registrations, requests, decisions and exams.","cls":"Expected","src":["C","P","G"],"herm":"BC211"},{"id":"15.1.2","n":"Ad hoc report builder","d":"Lets staff build reports from any field with filters and grouping.","cls":"Expected","src":["C","P"],"herm":"BC211"},{"id":"15.1.3","n":"Scheduled report delivery","d":"Emails reports to recipients on a schedule.","cls":"Expected","src":["C"],"herm":"BC211"},{"id":"15.1.4","n":"Data export to spreadsheet","d":"Exports report results to CSV or Excel.","cls":"Expected","src":["C"],"herm":"BC211"}]},{"id":"15.2","n":"Monitor service performance","subs":[{"id":"15.2.1","n":"Turnaround time metrics","d":"Measures time from request to decision and from request to letter delivery.","cls":"Expected","src":["C","P","G"],"herm":"BC211"},{"id":"15.2.2","n":"Exam volume and capacity analytics","d":"Reports exam volume by week, room and accommodation type.","cls":"Expected","src":["C","P"],"herm":"BC211"},{"id":"15.2.3","n":"Alternate format and service delivery metrics","d":"Reports conversion turnaround and interpreter or captioner hours.","cls":"Specialized","src":["C","P"],"herm":"BC211"},{"id":"15.2.4","n":"Operational dashboards","d":"Displays live counts of pending reviews, exams and outstanding tasks.","cls":"Expected","src":["C"],"herm":"BC211"},{"id":"15.2.5","n":"Predictive demand forecasting","d":"Projects request, exam and service volumes for coming terms from past patterns.","cls":"Emerging","src":["P"],"herm":"BC144"}]},{"id":"15.3","n":"Support compliance and outcomes","subs":[{"id":"15.3.1","n":"Compliance and audit reporting","d":"Produces the evidence of timely interactive process and decisions for OCR or internal audit.","cls":"Expected","src":["C"],"herm":"BC170"},{"id":"15.3.2","n":"Federal and survey reporting extracts","d":"Produces counts by disability category for IPEDS, AHEAD or state surveys.","cls":"Expected","src":["C"],"herm":"BC170"},{"id":"15.3.3","n":"De-identified aggregate reporting","d":"Reports counts and trends without exposing individual student identities.","cls":"Core","src":["C"],"herm":"BC211"},{"id":"15.3.4","n":"Student outcome analysis","d":"Compares retention and completion of registered students with institutional data.","cls":"Emerging","src":["C"],"herm":"BC046"},{"id":"15.3.5","n":"Equity and disparity analysis","d":"Compares request, approval and service outcomes across student groups to surface inequities.","cls":"Expected","src":["P"],"herm":"BC144"}]}]},{"n":"16","name":"SIS and System Integration","desc":"Connects the accommodation system to the SIS and other campus systems.","caps":[{"id":"16.1","n":"Integrate with the SIS","subs":[{"id":"16.1.1","n":"SIS student demographic feed","d":"Imports student identity, program and contact data from the SIS of record.","cls":"Platform","src":["C","P","G"],"herm":"BC143"},{"id":"16.1.2","n":"SIS enrollment and schedule feed","d":"Imports current course registrations and section changes from the SIS.","cls":"Platform","src":["C","P","G"],"herm":"BC143"},{"id":"16.1.3","n":"SIS course and instructor feed","d":"Imports course sections, meeting times, locations and instructors of record.","cls":"Platform","src":["C","P"],"herm":"BC143"},{"id":"16.1.4","n":"Feed scheduling and error reporting","d":"Runs SIS feeds on a schedule and reports load failures and rejected records.","cls":"Platform","src":["C","P"],"herm":"BC143"},{"id":"16.1.5","n":"Accommodation indicator write-back","d":"Sends a minimal registered-with-office flag or code to the SIS when policy permits.","cls":"Platform","src":["C"],"herm":"BC143"},{"id":"16.1.6","n":"Source-of-record field controls","d":"Locks fields fed from the SIS so they are corrected at the source, not overwritten locally.","cls":"Platform","src":["P"],"herm":"BC143"}]},{"id":"16.2","n":"Integrate with other campus systems","subs":[{"id":"16.2.1","n":"Identity provider single sign-on","d":"Authenticates users through SAML, CAS or OpenID Connect.","cls":"Platform","src":["C","P","G"],"herm":"BC139"},{"id":"16.2.2","n":"LMS integration","d":"Exposes accommodation data in the LMS through LTI so instructors can set time extensions.","cls":"Platform","src":["C","P","G"],"herm":"BC203"},{"id":"16.2.3","n":"Testing center and proctoring system handoff","d":"Passes accommodated sitting details to the campus testing center or proctoring system.","cls":"Platform","src":["C","P","G"],"herm":"BC203"},{"id":"16.2.4","n":"Housing and dining system handoff","d":"Sends approved residential accommodations to the housing system.","cls":"Platform","src":["C"],"herm":"BC203"},{"id":"16.2.5","n":"REST API and webhooks","d":"Provides documented APIs and event webhooks for campus integrations.","cls":"Platform","src":["C","P"],"herm":"BC203"}]}]},{"n":"17","name":"Confidentiality and Security","desc":"Protects disability records and controls who sees them.","caps":[{"id":"17.1","n":"Control access","subs":[{"id":"17.1.1","n":"Role-based access control","d":"Grants permissions by role such as coordinator, testing staff, faculty and administrator.","cls":"Platform","src":["C","P"],"herm":"BC139"},{"id":"17.1.2","n":"Field-level confidentiality controls","d":"Hides diagnosis, documentation and notes from roles that do not need them.","cls":"Platform","src":["C","P","G"],"herm":"BC138"},{"id":"17.1.3","n":"Access logging of record views","d":"Logs who viewed each student record and document.","cls":"Platform","src":["C","P","G"],"herm":"BC138"},{"id":"17.1.4","n":"Multi-factor authentication for staff","d":"Requires multi-factor authentication for staff accounts.","cls":"Platform","src":["C"],"herm":"BC139"}]},{"id":"17.2","n":"Protect data","subs":[{"id":"17.2.1","n":"Encryption in transit and at rest","d":"Encrypts all data and documents in transit and in storage.","cls":"Platform","src":["C","P"],"herm":"BC138"},{"id":"17.2.2","n":"FERPA and ADA/504 aligned privacy settings","d":"Configures disclosure and retention to institutional FERPA and disability privacy policy.","cls":"Platform","src":["C"],"herm":"BC170"},{"id":"17.2.3","n":"Records retention and purge","d":"Applies retention schedules and purges records after the set period.","cls":"Platform","src":["C","P"],"herm":"BC145"},{"id":"17.2.4","n":"Security certifications and accessibility conformance reports","d":"Provides SOC 2 reports, HECVAT and VPAT documentation.","cls":"Platform","src":["C"],"herm":"BC170"}]}]},{"n":"18","name":"Configuration, Operations and Data Exit","desc":"Configures the system to office practice and keeps it running and portable.","caps":[{"id":"18.1","n":"Configure the system","subs":[{"id":"18.1.1","n":"Workflow and status configuration","d":"Lets administrators define statuses, steps and routing rules.","cls":"Platform","src":["C","P","G"],"herm":"BC203"},{"id":"18.1.2","n":"Custom fields and forms","d":"Adds custom fields and forms to student, request and exam records.","cls":"Platform","src":["C"],"herm":"BC203"},{"id":"18.1.3","n":"Multi-campus and multi-office configuration","d":"Supports separate offices or campuses with their own rules and staff.","cls":"Platform","src":["C","P"],"herm":"BC203"},{"id":"18.1.4","n":"Term calendar configuration","d":"Maintains term dates, exam periods and deadlines that drive rules.","cls":"Platform","src":["C"],"herm":"BC203"}]},{"id":"18.2","n":"Operate and exit","subs":[{"id":"18.2.1","n":"Sandbox environment","d":"Provides a non-production environment for testing configuration and feeds.","cls":"Platform","src":["C","P"],"herm":"BC204"},{"id":"18.2.2","n":"Service availability and support commitments","d":"Commits to uptime, backups and support response times.","cls":"Platform","src":["C","P"],"herm":"BC204"},{"id":"18.2.3","n":"Full data export","d":"Exports all records, documents and audit history in open formats.","cls":"Platform","src":["C","P","G"],"herm":"BC143"},{"id":"18.2.4","n":"Data migration import","d":"Imports historical cases and documents from a prior system.","cls":"Platform","src":["C"],"herm":"BC143"},{"id":"18.2.5","n":"Service and integration monitoring","d":"Monitors uptime, feed runs and integration errors with alerts to administrators.","cls":"Platform","src":["P"],"herm":"BC204"},{"id":"18.2.6","n":"Verified data deletion at contract exit","d":"Deletes institutional data after exit and provides written confirmation that it is gone.","cls":"Platform","src":["P"],"herm":"BC138"}]}]}]}