This article explains how to submit an accommodation request on events.vex.com, step by step. It is intended for coaches, organization administrators, and Event Partners.
Definitions of the terms used here are maintained in the central glossary.
For the policy behind accommodation requests, see Event Accessibility and Accommodations Policy.
The Global Robotics and Science Foundation is committed to providing students with an equal opportunity to participate in VEX Robotics Competitions. Use an accommodation request when a student needs a specific accommodation to participate in a competition or event. Each student needs their own request.
A diagnosis or medical history is not required. Supporting documentation, such as an IEP, 504 Plan, or equivalent educational support plan, is optional. The information you submit is shared only with the people who need it to review, arrange, or implement the accommodation.
Once approved, the accommodation applies to every event the team registers for during the season, and Event Partners are notified automatically. Approved accommodations expire at the end of the season.
Before You Begin
Before you start the request:
- Decide which accommodation to request. Make sure it gives the student an equal opportunity to participate without fundamentally altering the nature of the competition.
- Have the parent or guardian’s name and email address ready, and verify that they are correct.
Log In
On events.vex.com, select Login in the top-right of the page.
Enter your login credentials and select Login.
Open Accommodation Requests
Select My Account at the top of the page.
Select My Teams in the menu on the left of the page.
Select Accommodations next to the student’s team.
Select Submit an Accommodation Request.
Each student needs their own request.
Complete the Accommodation Request
Student and Contact Information
Select what the request is for from the dropdown:
- Competition or Event Accommodation
- Deaf or Hard of Hearing (DHH) Communication / Interpreter Support
- I’m Not Sure
Select your relationship to the student from the dropdown:
- Parent or Guardian
- Coach
- Teacher or School Staff
- Other Adult Associated with the Team
Enter only the student’s first name.
Enter the parent or guardian’s name.
Enter the parent or guardian’s email address.
Select whether the request is for a specific upcoming event from the dropdown:
- Yes
- No - this accommodation may be needed at multiple events this season
- I’m not sure yet
Select Yes so Global Robotics can coordinate with that event’s Event Partner if needed.
Describe the Accommodation
Describe the barrier the student experiences when participating in the competition and how it affects their ability to participate.
You do not need to include a diagnosis or medical history.
Describe the accommodation or support you believe would help the student participate fully.
Examples include communication support, additional processing time, adaptive equipment, or interpreter access.
Select as many areas of the event where the student may need the accommodation:
- Competition Field
- Skills Field
- Judging Interview
- Robot Inspection
- Pit Area
- Queuing Area
- Awards Ceremony
- Other
Select whether the student or team will bring any equipment or support for the accommodation to the event:
- Yes
- No
- I’m not sure yet
This may include adaptive equipment, communication devices, or an interpreter or support person.
If applicable, describe anything the event may need to provide, modify, or arrange to support the student’s accommodation.
This field is optional. If you are unsure, you can leave it blank.
Select whether the need arose unexpectedly or recently from the dropdown:
- Yes
- No
Select Yes if a recent diagnosis, injury, change in circumstances, or similar situation made earlier notice difficult.
Submit the Request
Select the Privacy and Confidentiality Acknowledgment checkbox.
This confirms that you understand the information may be shared with Global Robotics staff, Event Partners, and others who need it to review or implement the accommodation.
Select the Accommodation Request Acknowledgment checkbox.
This confirms that you understand Global Robotics may contact you for more information and that submitting a request does not guarantee approval.
If you would like, select Choose File to upload supporting documentation that helps explain the student’s needs.
This is optional. The request is reviewed with or without documentation.
Select Submit Request.
After You Submit
- The Global Robotics Accommodation Team is notified and reviews the request.
- When the review is complete, the team’s Primary Coach receives an email.
- If the request is approved, the Event Partner for every event the team is registered for receives an automated email with a secure link to the accommodation details.
- Event Partners can also find the team in the Teams with Accommodations tile on their Admin dashboard. There, they can view the confidential accommodation details and make the necessary arrangements before the event.
Additional Guidance
Contact Support
If you need additional assistance, contact your Program Support Team. If you are unsure who your Program Support Team is, you can find their contact information at events.vex.com/support.