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:
[email protected]
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