AIM Instructor Hub

Hello and welcome. This is how to access your instructor profile in AIM the database system that Services for Students with Disabilities uses.

You'll begin by going to the Services for Students with Disabilities home page (ssd.vt.edu). You'll scroll down in the right hand menu under the heading Services for Students with Disabilities you'll click the link that says, "AIM Accessible Information Management."

You will be taken to this page. From this page, you will click the button that says AIM Instructor Hub. Once you do so, it will take you to the AIM Instructor web page where it will have information about sample letters and any sort of future roadmap for SSD information management. We recommend that you bookmark or favorite this page to save time and clicks in the future.

You will then click the Login to AIM button at the top of the page. Once you do so, if you're already logged into your device with your Virginia Tech information, it will take you directly to the page shown here. If you're not logged in, you will need to enter your university PID and password first.

Then, you'll scroll down. The access policy must be read before you continue. It has a FERPA acknowledgement and reminders not to use a shared public computer to access student records and to sign out and close the browser completely after you're finished accessing this information. This is so that students' sensitive and private information will remain confidential.

We'll then click Continue to View Student Accommodations, which will then take you to your dashboard, where you will see all students in your courses who have been approved for academic accommodations. If you have any questions or concerns about this process, please contact our office.

Hello and welcome. Here is how to add an instructor to your course in AIM, the database system that Services for Students with Disabilities uses.

Once you log in, you will be brought to your dashboard. To add an instructor to your course, you will go to the left-hand menu under the heading Home and click the Add Instructor link.

You will then select which class you wish to add an instructor to. You can add additional instructors to the course, or you can replace all instructors with a new instructor. I'm going to add an additional instructor to the course.

Then enter the instructor's name and their email address. Additional instructors can be co-teachers or GTAs, So if you have GTAs assisting you in the management and teaching of your course, they can be added as additional instructors in the system and can help you manage student accommodations. They are required to follow FERPA guidelines.

So then, once the information is entered, you can simply click Add Instructor and that instructor has now been added to the course in AIM. If you have any questions or concerns about this process, please contact our office.

Hello and welcome. This is how to use AIM, the database that the Services for Students with Disabilities office uses to access information about students' accommodations. This information is also included in the course accessibility letter that would have been emailed to you previously. This is also where you will acknowledge student accommodation requests.

When you are notified that a student is requesting accommodations in your course, you begin by logging in to the AIM database system. After you do so, you will be brought to your dashboard. On your dashboard, there will be a table which contains all students who have requested accommodations in your courses. In order to view students' accommodations, you can download a PDF of the student's course accessibility letter by clicking the PDF button. Then it should be accessible to you in your downloads folder.

Another option to view a student's course accessibility letter is by clicking the View button. This is also the page where you can acknowledge a student's accommodation request. We will return to that in a moment.

You can see here when the notification was mailed to the instructor. You can also see the instructor list. This is the letter itself, which is the exact same letter that arrived in your inbox. There is no modification to this information unless the student's accommodations have been updated since the initial request was sent. And even then, when accommodations are modified, you should also receive an email notification about those modifications.

In order to submit an acknowledgment that you have reviewed a student's course accessibility letter, you will click the Submit Acknowledgement Electronically button near the top of this page. This tells us that you have acknowledged the student's accommodation request and notified our office that you have reviewed the student's course accessibility letter.

When you click on the student's name in this table, you will not be shown the course accessibility letter. Instead, you would be directed to emailing the student. Another feature of this table is that there are select accommodations that have been chosen to be shown as headings in these columns. And if a student has any of these accommodations, as you can see from the Reschedule Test Accommodation heading here, there will be a Yes under it. Unfortunately, our office is limited in the number of accommodations that we can show in this table.

However, there is an option that may be more convenient than regularly reviewing letters, and will let you view and track all accommodation requests for your courses.

To do this, you go to Export Data Students Heading and expand that section, then click the Export Accommodation Requests button. This will export accommodation request information as an Excel spreadsheet that should end up in your Downloads folder. When you open this spreadsheet, you should click Enable Editing so that you can customize the spreadsheet as you wish. The spreadsheet will include the student's last name, first name, school ID, email address, primary advisor, which is the access specialist that they're connected with in the Services for Students with Disabilities office, the CRN of the course, the subject course number, section, the campus they are on, title of the course, and the status of their accommodation request. As you can see, since I just completed the acknowledgement of the students' accommodations, it is not fully updated in the system quite yet. You can see what accommodations students have requested in your classes by the headings of these columns. If a student has that accommodation, that is indicated with a Yes.

You can see that one student has accessible format for exams, large print, and accessible format for exams, paper-based, but they don't have accessible text electronic format with searchable text accommodation. However, another student in the course does have that accommodation. This way, you're able to see a complete list of all accommodations that have been requested by students, how many students have requested that accommodation, and also which students made which requests in which courses. You are able to customize this spreadsheet however you wish once you've downloaded it. If you wish to make charts, or if you wish to hide specific columns, if you wish to alter the appearance of the spreadsheet, please feel free to do so, so that this can be a useful resource for you.

That was various ways to access information about students' accommodations and how to acknowledge accommodation requests. If you have any questions or concerns about this process, please feel free to contact our office.

Hello and welcome. This is how to see if any students in any of your courses have requested communication access services, note-taking services, or video captioning services.

You begin by logging into AIM, the database system that the Services for Students with Disabilities Office uses. Once you log in, you will be brought to this page, which is your instructor dashboard. Once here, go to this left-hand menu, which has the heading Home, and select Communication Access. You'll see that there is a student who uses an assistive listening device and requires captioned videos and interpreting.

You can go then to Note-taking services and see that there is a student that has requested volunteer note-taking services. You're also able to click the list notes button and you can see any notes that have been uploaded by a volunteer note-taker in your courses. There are none available right now, but if any notes are uploaded, this is where you could review them if you wish to. It is not required for you to review notes taken by a volunteer note taker.

Then, you could go to video captioning. You can see there are no video captioning requests for this course. However, if there were any requests, you could click the Upcoming Videos button to see any upcoming videos that would require captioning and that have captioning requests submitted by a student. There is also the All Videos button, which will show you both past and upcoming videos where a student has requested video captioning.

If you have any questions or concerns about this process, please contact our office.