Student Accommodation Policy & Procedures

Policy statement

Waterloo Wellington Flight Centre (WWFC) is committed to providing accessible education to all students, including those with disabilities, in a welcoming and inclusive learning environment. WWFC provides accommodations to students with permanent and temporary disabilities to ensure every student has an opportunity to contribute fully and have equal opportunities.


This policy applies to students who self-disclose disabilities through the Client access agreement.

General terms

Every student has the right to access education in an environment that promotes individual dignity, equality, and respect. Under the Ontario Human Rights Code, every person has the right to be free from harassment and discrimination. Harassment and discrimination will not be tolerated, condoned, or ignored.

WWFC focuses on the removal of barrier to education and services for the student by designed facilities, systems, services and curricula in such a way that accessibility is enhanced and the need for individual accommodation is minimized.

Accommodation is intended to promote integration and full participation of persons with disabilities. Students will be accommodated in a manner that respects their dignity.

WWFC administration must be made aware of any significant resource implications, including financial implications, when accommodating students with disabilities.


WWFC will provide reasonable academic accommodations to students with functional limitations (related to their disability) to the point of undue hardship.

  • As each person has unique needs, accommodation is explored and provided on an individualized basis
  • Where there is more than one reasonable approach to accommodation, WWFC reserves the right to choose the approach that is best suited to its operation and academic requirements
  • If accommodation would result in a significant or substantial health or safety risk to the student requesting accommodation, to other students, WWFC employees or volunteers, or other members of WWFC community, WWFC may deny the accommodation on the grounds of undue hardship
  • Where warranted, WWFC may require additional medical or psychological assessment before the student may be required to adhere to a specific treatment plan that addresses safety issues with respect to risk of harm to self or others to be accommodated at WWFC.

Where a person with a disability cannot be accommodated in accordance with these principals, or where a person is found incapable of performing the essential requirements of a program or course, alternatives are explored with the student. Any arrangements regarding withdrawals, fees or possible fee refunds must be approved by the General Manager.

WWFC will not provide retroactive accommodation requests unless there are legitimate reasons for acting otherwise.

WWFC considers each request based on the student’s individual needs and unique circumstances.

Expectations of the Student

The accommodation process is a cooperative process, involving shared responsibilities between the student requesting accommodation and WWFC.

Students are responsible for being aware of the academic and Transport Canada requirements of the program and the challenges inherent in them, as well as possible limitations on future employment opportunities arising from job training, future testing, job demands and restrictions.

Students seeking accommodation must provide documentation from regulated health care professional that confirms their functional limitations affecting academic performance.

  • Students with developing medical conditions, or who are waiting for medical documentation from their registered health care professionals, may still receive reasonable accommodations. Such students may seek academic accommodations without documentation of a diagnosed condition, but must provide information from a physician that a diagnosis is under investigation

Once accommodation is provided, students are expected to meet the published learning outcomes and essential requirements of their academic programs.

WWFC is not responsible for costs associated with medical notes, additional program or flight hours or any costs incurred by a party who retains a paid advisor.

Student Accommodation Procedure


Waterloo Wellington Flight Centre (WWFC) provides reasonable accommodation to students with disabilities based on a cooperative process involving both the student and WWFC. This procedure outlines the responsibilities of both WWFC and the student in the accommodation process.


This policy applies to students who self-disclose disabilities through the Client Access Agreement.


Academic accommodation is an individualized adjustment to how a student accesses or participates in a course or program and can include instructional and/or environmental changes. Academic accommodations do not alter the learning outcomes or program requirements.



The student with a disability is responsible for making WWFC aware of the disability as soon as the student is registered with WWFC or on upon any new diagnosis that will require accommodation.

The student is responsible for submitting supporting medical documentation.

Client Experience

Client experience is responsible for providing support to students seeking accommodations, including providing advice on documentation.

Client experience program Manager will work with the student to create a letter of accommodation listing all the necessary accommodations for the student. A unique training plan may be required. This letter is confidential and only shared with WWFC staff that need to assist or who are directly affected with the need for accommodation.

General Manager

The General Manager is responsible for evaluating any accommodation requests that may require extensive resources, and that have a potential to cause disruption to the WWFC community or undue hardship.

The General Manager may review and has the authority of making a final decision regarding accommodation decisions and appeals.

WWFC Staff

Staff have the responsibly of receiving a copy of the letter of accommodation and implementing the accommodation plans outlined therein.


  1. The student requesting accommodation must make note in the Client Access agreement (on the Client Access Application).
  2. Client experience program Manager will reach out to the student to request documentation from a regulated Health care professional confirming the need for accommodation.
  3. Client experience will evaluate the documentation and develop a plan for reasonable accommodation, they will consult with the student, the Manager, Training & Instructional Delivery, and may, with informed consent of the student, consult the students external heath care provider.
  4. If Client experience determines that the requested accommodations require extensive resources or may cause disruption/safety issues to normal operations, the request will be referred to the General Manager for a decision .
  5. Students who present learning difficulties but do not have a disability (e.g. fear of public speaking, weak study habits, nervous of testing) will be referred to external supports.
  6. Once the need for accommodation is confirmed and the letter of accommodation is finalized, copies will be provided to the student and appropriate WWFC staff.
  7. WWFC Staff will implement the prescribed accommodation plan, consulting with Client experience program Manager as needed for support.

Student who are not satisfied with their accommodation decisions may make an appeal in writing to the General Manager who may consult with legal counsel prior to deciding.