Transcript Document

How The University of
Akron addressed an OCR
complaint and developed
a “note” worthy process
for recruiting student
volunteers
Office of Accessibility
The University of Akron
Julie Sandish, Notetaker Coordinator
Leigh Sveda, Adaptive Technology Coordinator
Kelly Kulick, Director
Jessica DeFago, Associate Director
Ashley Poulos, Disability Specialist
Objectives

Learn how an OCR complaint can affect office
processes

Learn how to effectively fulfill notetaking requests

Gain ideas on how to implement notetaking
recruitment on your own campus
The Complaint

The U.S. Department of Education Office for Civil Rights (OCR)
investigated a complaint made by a student

Student was academically dismissed after failing class in
Spring 2011
 Student told instructor no accommodations were needed
 Throughout the semester, the instructor initiated a number of
conversations about the need for accommodations and student’s
progress in the class
 Office of Accessibility attempted to follow up with student
multiple times regarding his request for accommodations

Student did not follow through with requested meetings
 Director of the Office of Accessibility
 Dean of college
The Result

There was no evidence to support a violation of
either Section 504 of the Rehabilitation Act of 1973
or Title II of the ADA of 1990.

Claim of disability discrimination was dismissed

However, student complaint opened the door for OCR to review
Office of Accessibility’s accommodation processes
Our “Before” Process

Student requested accommodations each semester

Instructor Guidelines for Securing Notetaker was attached to
accommodation letter.

Student delivered letter and guidelines to instructors

Instructors would assist in securing notetakers:



Identify a notetaker themselves
Read memo to the class
Have Office of Accessibility staff come to class and recruit
notetaker
Our “Before” Process

Potential notetaker came to Office of Accessibility
and provided their information

Notetaker’s qualifications were verified



Instructor verification form
Copy of a page of notes
Notetaker signed Statement of Confidentiality
Our “Before” Process

Notetaker coordinator would follow up with students




Some students decided no notetaker is needed
Some instructors provided notes that students found sufficient
Some students changed schedule
If student did not respond, it was assumed the
accommodation was not needed
What Needed Changed?

OCR required the following changes in order to
accept the resolution agreement:







Statement of compliance
Name of individual addressing students’ questions/concerns
Assigning notetaker in timely manner (2 weeks from approval)
Identify adequate number of trained notetakers
Notetakers are properly trained
Standards for confidentiality, ethics, evaluation of notetaker, and
monitoring of quality of notes
Notetaking services should be first and preferred services
How Did we Address The Changes?



Reevaluated our own processes
Reached out to other universities to explore their
notetaking processes
Worked with Associate Vice President to approve
additional resources for recruiting notetakers



Increased stipend amount
Added priority registration
Purchased iPads
Current Process
Fall 2013 Notetaking Accommodation Requests



Number of students requesting notetaking
accommodations: 167
Number of classes where notetaker is assigned: 493
Number of notetakers assigned: 382

Notetakers can be assigned to multiple classes
What is a Notetaker?

A student enrolled in the same class (as the student
requesting the accommodation) who provides a
copy of their notes to the student(s)

The Office of Accessibility provides many options
and materials to notetakers for providing notes to
students




Carbon-copy paper
Photocopying notes using a copy card
Emailing notes
Uploading notes to our online accommodation system
Notetaking - How it Works





Notetaker provides notes to the student for the whole
semester
Notes are to be provided within a day or two of each class
Notetaker’s notes are supplemental to student’s own notes
Students request notetaking accommodations each
semester
Students can pick and choose for which classes they need
a notetaker (labs, karate, etc.)
Benefits of Being a Notetaker




$100 stipend on All Campus Zip Card account for
each class assigned as a notetaker
Priority registration
Enhance resume - notetaker position can be noted
on a resume
Gain satisfaction from helping another student
Notetaker
Recruitment
Process
Notetaker Recruitment
Recruitment for notetakers begins before the start of
each semester
1. Notetaker Coordinator sends email to class
2. Faculty assists in notetaker recruitment
3. Office of Accessibility staff does in-class
recruitment by 2nd week of school if no notetaker is
in place
Notetaker Recruitment
1. Notetaker Coordinator
sends email to class



Outlines notetaker position,
benefits, registration
process, and terms and
conditions of being a
notetaker.
Start sending emails to
classes about 3 weeks
before the start of the
semester.
Class emailed 2-3 times
each before next
recruitment method is
used.
Emailing Classes Success Timeline
Notetaker Recruitment
2. Faculty Assists in Notetaker Recruitment





If a notetaker is not found through email recruitment, our office
will seek assistance from faculty members.
Faculty assistance is requested the first week of classes.
Email “Guidelines for Securing a Notetaker”
Instructors must be sure to keep student’s name who is
requesting accommodation CONFIDENTIAL from students in
class when assisting in notetaker recruitment.
Once notetaker is assigned, the notetaker receives student’s
name and contact information. Only our office, the instructor,
and the NT should know student has requested accommodation.
Notetaker Recruitment
2. Faculty Assists in Notetaker Recruitment
Faculty Assistance

Instructor may identify a
good notetaker

Instructor can provide own
notes to student

Instructor reads notetaker
recruitment announcement
to class

Ensure that student’s
name remains confidential
at all times
Notetaker Recruitment
3. In-Class Recruitment





If a notetaker is still not identified,
a staff member from the Office of
Accessibility may be sent to class
to recruit a notetaker.
In-class recruitment usually begins
the second week of the semester.
Faculty is notified by email if a staff
member will be coming to class.
Staff member tries to come 5-10
minutes before class starts in effort
to not take up class time.
Staff members bring recruitment
packet, information for notetaker,
and registration equipment (laptop,
iPad) to class
Other Recruitment Efforts




Emailing all previous notetakers and encourage
them to submit new schedule to online notetaker
account
Posting notetaker position on student center
homepage (My Akron) that appears on all students’
accounts
Posting notetaker position in weekly newsletter
(Zipmail) to all University of Akron students before
start of semester and around registration time
Posting notetaker position flyers around bulletin
boards on campus
Notetaker Hiring
and Training
Notetaker Hiring

In order to be hired and paid for the notetaking
assignment, the notetaker:
1. Creates account and registers through our online system,
STARS
2. Reviews and signs a notetaker contract
3. Completes the Notetaking Training and Quiz that is available
on the Office of Accessibility’s website
http://www.uakron.edu/dotAsset/ab5e841a-f738-45d0-9e83a86963cfa2dc.pdf
4. Submits the completed Instructor Verification Form to the
Office of Accessibility with a page of notes
5. Signs an online notetaker invoice at the end of the semester
when assignment is completed
Notetaker Registration

Notetaker registers
through online system
(STARS) by providing:





University student ID
number
Username for notetaker
account
University email address
Name and contact
information
Course Registration
Number for class in which
they wish to be notetaker
Notetaker Contract




Ensures that notetakers are
aware of their roles,
responsibilities, and terms
and conditions of the
assignment
Must complete at notetaker
registration
Reviewed and signed each
semester they register to be a
notetaker
Sections include Assignment
and Delivery of Notes,
Attendance, Conduct,
Confidentiality and Ethical
Standards, and Payment
Notetaker Training and Quiz




Training and quiz
developed to improve the
quality of notetakers that
are hired
Ensure that notetakers
are aware of their roles
and responsibilities
Completed online within
2 weeks of receiving
notetaking assignment
Only completed once as
a notetaker
Notetaker Training and Quiz - ANSWERS
Instructor Verification Form





Allows our office to verify that the
notetaker provides notes that are
representative of class material.
Only needs to be completed once
at beginning of semester within 2
weeks of receiving notetaking
assignment.
Instructors help us with Instructor
Verification Form by reviewing a
copy of the notetaker’s notes
once they are assigned as the
notetaker.
Review for main points of course
material. Notes do not need to be
word-for-word.
Notetaker submits this form to
our office with 1 page of notes.
Notetaker Invoice


Notetaker invoice allows Notetaker Coordinator to
verify that all requirements of position were
completed
Notetaker must submit electronic signature stating
that they:




provided the student notes that were representative of class
material.
provided the student with notes in a timely fashion.
attended class on a regular basis.
protected the privacy of the student and kept any disabilityrelated information confidential.
Roles and
Responsibilities in
Notetaking
Accommodations
Roles and Responsibilities in Notetaking
Accommodations




Student
Notetaker
Office of Accessibility
UA Faculty and Staff
All must work together to make sure notetaking
accommodations are adequately fulfilled!
Student Roles and Responsibilities







Request accommodations each semester
Speak to instructors about notetaking requests and
any other accommodations
Identify possible notetakers in class
Coordinate the delivery of notes with notetaker
Attend each required class session
Take own notes
Notify the Office of Accessibility of any notetaking
issues throughout the semester
Notetaker Roles and Responsibilities






Complete online notetaker registration
Complete notetaker training and quiz
Coordinate delivery of notes with assigned student
Submit completed Instructor Verification Form to the
Office of Accessibility
Provide notes within 1-2 days of each class session
Notify Notetaker Coordinator of any questions/
concerns
Office of Accessibility Roles and Responsibilities



Identify students who are eligible to receive the
notetaking accommodation
Work with faculty to coordinate recruitment and
hiring of all notetakers
Resolve student issues regarding notetaking
UA Faculty and Staff Roles and Responsibilities




Discuss notetaking options with students requesting
the accommodation
Help to identify notetakers as needed
Review notes and sign the Instructor Verification
Form for assigned notetakers at the beginning of the
semester
Refer any student or notetaker issues regarding
notetaking to the Notetaker Coordinator
How can you
implement this
process on your
campus?
Notetaking Implementation




Designate a staff member responsible for notetaker
recruitment process (Notetaker Coordinator)
Benchmark notetaker recruitment process with other
universities
Determine your policies and procedures
Encourage students to:



Carefully select which classes they need a notetaker (labs,
physical education courses, math)
Communicate with their instructors about importance of
notetaking accommodation and options available
Identify their own notetakers
Notetaking Implementation



Email previous notetakers
Gain access to emailing class rosters
Explore additional recruitment methods:





Weekly newsletters
Student account homepage
Posting flyers on campus
Student newspaper
Explore alternatives to notetakers:



Use notetakers in different sections of classes
Stock notes for general education classes (Intro to Psychology,
Humanities, etc.)
Smartpens
Questions/Discussion
Contact Us
Office of Accessibility
Simmons Hall 105
The University of Akron
Akron, Ohio 44325-6213
Phone: 330-972-7928
TDD: 330-972-5764
Fax: 330-972-5422
E-mail: [email protected]