AIM How-to Guides

The Accessible Information Management (AIM) Portal is an online application used to set up and manage academic accommodations for students with disabilities at Texas A&M University.  Students will use the AIM Portal to request accommodations (via the New Student Application); send accommodations letters (Faculty Notification Letters) to their instructors to request their approved accommodations; and schedule accommodated exams (Accessible Testing/Alternative Testing) if the instructor chooses to use the Disability Resources Testing Center.

If you are a new TAMU student or are a continuing TAMU student requesting disability accommodations for the first time, please visit our Accommodation Request Process page for more information about the process overall.

Using the AIM Portal for Students

Using the AIM Portal for Instructors

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Student Portal Login  Instructor Portal Login

Using the AIM Portal for Students

Submitting a New Student Application

To request accommodations students should complete the online New Student Application in the AIM Student Portal.  The application has two parts:

Part 1: Initial Application (page 1)

The application will collect basic contact and demographic information along with a brief questionnaire designed to allow the student to provide a self-report about their disability(ies) and potential accommodation needs.

Questions on the Self Report:

    1. What is your disability or disabilities?
    2. What challenges do you experience related to taking tests/exams, if any?
    3. What challenges do you experience in the classroom or learning environment, if any?
    4. If you are living on-campus, do you require any disability accommodations in the housing environment?
    5. Do you experience any side effects related to treatment or medications that may be relevant to identifying accommodations?
    6. What specific accommodations are you requesting?
    7. What accommodations have you used in the past?

Part 2: Submit Supporting Documentation (page 2)

After submitting the initial application page, a second page will then allow the student to upload any relevant supporting documentation (doctor’s letters, evaluation reports, previous accommodation plans, etc.).

If an applicant does not have supporting documentation to upload when completing the application, they can still submit the Initial Application.  Upon submission the student will receive a confirmation email that will include a link to upload additional information, if needed/when available.

Note: Students that have previously applied to be peer notetakers or have worked in Disability Resources prior to applying for accommodations may not be able to use the default link above to login in to complete the New Student Application since they already have a user profile in the AIM database.

Overview of AIM Student Portal

Once a student application has been reviewed and the student’s accommodations have been approved, the student will then be able to access the AIM Student Portal.  The first time a student accesses the AIM Student Portal they will need to complete any pending eForm Agreements.  All new students (and continuing students accessing the AIM Portal for the first time) will need to review and sign the Student Expectations document that outlines the student’s rights and responsibilities in the accommodation process.  Some additional eForms may also be required for students that use specific accommodations (i.e. Alternative Format Materials).

View Approved Accommodations

Once a student has completed their New Student Meeting with an Access Coordinator, their approved accommodations will be available to view in the AIM Student Portal.  On the AIM Dashboard on the left menu under “My Accommodations”, select “My Eligibility” to see the complete list of currently approved accommodations.

Requesting Faculty Notification Letters (Accommodation Letters)

Each semester students will need to initiate the process to send Faculty Notification Letters (Accommodation Letters) to their course instructors.  The student will select which classes to send letters to; verify which accommodations they are requesting; and then submit their accommodation requests through the AIM Student Portal.  Requests will be reviewed by an Access Coordinator and then emails will be sent out through AIM directly to the instructor of record for the course.  The email will be addressed from the student’s assigned Access Coordinator (Primary Advisor in AIM) and the student will receive a copy of each email when the notifications are sent.

Note: Letters requested prior to the start of the semester may not be sent until the week prior to the start of classes.  Letters requested during the semester will usually be processed within 3 business days.

Once Faculty Notification Letters have been sent to instructors students should set-up a time to meet with their instructors (and/or other key staff members) so they can discuss how the accommodations will be implemented in that specific course and to talk through any specific questions or arrangements.

Scheduling Exams with the Testing Center

If it is determined that the student will use the Disability Resources Testing Center for exam administration, the student will enter their exam/quiz/final dates in the AIM Student Portal.  The instructor will also need to complete a Testing Agreement in AIM Instructor Portal.

Submitting Additional Documentation

Students also have the opportunity to submit additional documentation in the AIM Portal, using the Upload Additional Accommodation link.

Peer Notetaking Services

Students that require assistance with notetaking in class may be approved for a Peer Notetaker as an accommodation. The student will need to confirm their need for Notetaking Services in each class each semester.  The student will be able to access the upload notes in the AIM Student Portal once a notetaker is recruited and assigned.

Alternative Formats

Alternative format materials can make class materials like textbooks and handouts accessible to students with a variety of disabilities. Disability Resources can provide students with class materials in accessible digital formats for use with assistive technology or when using standard print materials is not possible. Students will use AIM to request their alternative format materials, check the status of their requests and download files as they become available.

Using the AIM Portal for Instructors

Overview of the AIM Instructor Portal

Disability Resources at Texas A&M University uses Accessible Information Management (AIM), an online accommodation management portal that helps students request and coordinate their accommodations with instructors. This system will also allow instructors to be able to review accommodation requests in a central location and will help facilitate the exam proctoring request process through a web interface rather than by email and paper forms – if instructors choose to utilize the Disability Resources Testing Center to administer their exams with disability accommodations.

In the AIM Instructor Portal instructors will be able to:

  • View list of students who have requested accommodations in their courses.
  • Review Faculty Notification Letters (Accommodation Letters) in a central location.
  • Complete Testing Agreements that outline the details for all exams in your class (and copy Testing Agreements to multiple sections of the course, if applicable).
  • Review Exam Requests submitted by students in their courses (College Station campus only).
  • Upload exams to the AIM Portal for administration (College Station campus only).

Faculty Notification Letters emails

Faculty Notification Letters (Accommodation Letters) will be primarily be emailed to the instructor from the AIM system.  The email will be addressed from the student’s assigned Access Coordinator (Primary Advisor in AIM) and the student will receive a copy of each email when the notifications are sent.  This replaces the process of having students email a PDF copy of the accommodation letters to their instructors.

  • The subject line will read: [DR] Student Name – Course Number – Course Title (CRN) – Accommodation Letter
  • It will be addressed from: TAMU – Disability Resources <[email protected]> on behalf of Access Coordinator Name <email address>

Viewing the Faculty Notification Letters in AIM

In the AIM Instructor Portal Faculty Notification Letters (Accommodation Letters) will also be available to review on the Overview page by clicking on “View” next to the student’s name in the student listing.

Screenshot: Instructor Overview with View Link highlighted

Completing the Testing Agreement

Instructors should indicate if they plan to use the Disability Resources Testing Center (DRTC) to administer their exams with accommodations by completing the Testing Agreement. A link to the Testing Agreement will be available in the Faculty Notification Letter (Accommodation Letter) and also is available through the AIM Instructor Portal.  Instructors need to only complete one Testing Agreement for each course/section.  If they are teaching multiple sections, they can copy the agreement to multiple courses within the AIM Instructor Portal

Uploading an Exam in AIM

Instructors have multiple options for providing their exams to the Testing Center (See Faculty Reference Guide).  Please provide exams the day before by 5pm (noon on Fridays for Monday exams).

Retrieving a Completed Exam from AIM

One of the return options instructors can request is to have their exam scanned and uploaded to the AIM portal after the exam is completed.

Exporting Lists out of AIM

Instructors also have the ability to export some lists/reports out of the AIM Instructor portal.

Adding an Additional Instructor(s) in AIM

Access to the AIM Instructors Portal is restricted to the instructors of record.  This information is imported directly from the Compass student records system and is updated through a nightly data feed in case the information changes.  AIM does have a tool that provides a way to add additional instructors.

Need Assistance?

By Appointment

  • Students:
    • Schedule a 15 minute appointment with your assigned Access Coordinator or a Testing Center staff member, for help with exam scheduling.
      • Call  979-458-1102 or send a list of availability for the next few days to [email protected].
    • Schedule a 15 minute appointment with your assigned Access Coordinator (AC) or the first available AC for questions about sending accommodation letters.
      • Call 979-845-1637 or send a list of availability for the next few days to [email protected].
  • Faculty/Instructors:
    • Schedule a 15 minute appointment with a Testing Center staff member to review exam scheduling questions (the Testing Agreement and Instructor Portal)
      • Call 979-862-4570 or send a list of availability for the next few days to [email protected].
    • Schedule a 15 minute appointment with the student’s assigned Access Coordinator (AC) or the first available AC for questions about the accommodation letters or specific accommodation requests.
      • Call 979-845-1637 or send a list of availability for the next few days to [email protected].
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