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Student Responsibilities and Policies When Utilizing a Real-Time Captionist


These policies are intended to assist the Office for Disability Services, ODS, its service providers and registered students in the orderly and efficient operation of providing captioning services.

Every effort will be made to provide captionists for students who request these services. Students must have completed the appropriate forms and provided documentation of their disability to ODS.

Student Responsibilities:
When requesting classroom accommodations, student responsibilities are to:

  • Meet with your Disability Specialist and obtain an accommodation letter every semester that you are requesting classroom accommodations.
  • Schedule a private meeting with the instructor, present the accommodation letter to the instructor, and discuss the accommodations stated in the letter.
  • Introduce the captionist to the professor/instructor on the first day of class and explain the role of the captionist.
  • Make arrangements with the instructor related to suggested accommodations (refer to accommodation letter).
  • Leave the meeting with an understanding of the arrangements.


Provider Commitment:
Each captionist is committed to work for the entire semester. Captionists will not be changed unless there is a compelling reason, and approval of ODS is required.

Early Registration:
Early registration is your best assurance of receiving services promptly. Switching sections or making schedule changes may present problems in providing services in a timely manner.

Attendance:
Captionists are expected to arrive 15 minutes before class begins. You are responsible for notifying ODS if your captionist is late or misses a class.

If the captionist reports to an assignment and the student fails to show, the captionist must wait fifteen minutes for a class which is up to one hour in duration and twenty minutes for any class over an hour in length. This will confirm the no-show. Captionists are required to report student no-shows immediately to ODS so that student absences can be monitored.

Absence:
If captioning services have been requested, and you know that you will be unable to attend class, you must provide ODS with at least 24 hours advanced notice so the captionists can be informed. Services will not be provided to a student who does not attend class, unless specific approval has been obtained in advance from the Office for Disability Services. In some situations, students may not be able to provide 24 hours notice, and these type of situations will be reviewed by ODS. Failure to provide any advanced notice is considered a "No-Show". To give advance notice, a student should call ODS at 863-1807 (V/TTY).

Failure to provide notice will result in the following actions:

1 - First "No-Show": A letter or email will be sent to remind the student of the policy and appropriate procedures.

2 - Second "No-Show": A letter or email will be sent to the student informing the student they have two "No-Shows". In addition, the letter will remind the student of the policy and appropriate procedures.

3 - Third "No-Show": Services will automatically be temporarily suspended and a letter or email will be sent to the student informing him/her of the policy and the appropriate procedure. Services will remain suspended until the student makes an appointment and meets with their Disability Specialist to discuss reinstating services.

4 - For each subsequent "No-Show": Services will automatically be suspended and a letter or email will be sent to the student informing the student of the policy and the appropriate procedures. The services will remain suspended until the student makes an appointment and meets with their Disability Specialist in ODS.

In the event that a captionist is unable to caption a class for any reason, ODS will attempt to find a replacement captionist. ODS will provide the student with a tape recorder to be utilized in the unlikely event that the captionist is late or fails to provide services on a given day. Please note that ODS may not be aware the captionist is absent, especially in unpredictable events such as car problems, traffic, weather conditions, etc. If an unforeseen event occurs, the student should tape record the lecture and provide ODS with the tape as soon as possible. ODS will have the tape transcribed in a reasonable amount of time.

Communication Between Student and Captionist:
If you have problems with your captionist(s) that you are unable to resolve, please contact your ODS Disability Specialist or the main ODS office. Every reasonable effort will be made to resolve the problem(s) quickly and fairly.

Requests for Services Outside Class:
Meetings with professors, academic advisors, university officials, etc. require students to give ODS a minimum of forty-eight hours advance notice in view of the difficulty in scheduling captionists. An effort will be made to fulfill requests made on short notice, with the understanding that captionists may not be available.

Diskettes/Hard Copies:
In the interest of fairness to all students and to encourage class attendance, neither diskettes nor hard copies are to be provided to any other student.

If you have any questions about services, or about your rights and/or responsibilities, please contact the Office for Disability Services at (814)863-1807. (V/TTY)

I have read and understand the policies and procedures pertaining to Captionist services.

Student Signature: ______________________________
Student Name (Please Print): _____________________________________________
ODS Witness Signature: _____________________________________________
ODS Witness Title: _____________________________________________
Phone #: __________________________ Fax #: ____________________________
Email Address: ______________________ Date: ____________________________