Serving Students with Disabilities
Communication Services for Deaf and Hard of Hearing Students: A Guide
The University of California at Davis (UCD) is committed to ensuring that students with hearing disabilities are able to participate in all of the programs, services and activities offered on this campus and to ensuring that your communication assistance needs are met. The Student Disability Center (SDC), which employs a staff of disability specialists and counselors, is a primary resource available at UCD to help you with your communication assistance needs.
This Guide explains the types of auxiliary services, aids and accommodations that the SDC makes available to students with hearing disabilities, and the procedures for obtaining and maintaining those services, aids and accommodations.
Additional information about the role and functions of the SDC and how you can best utilize its services is available on the SDC web page at http://sdc.ucdavis.edu.
II. Communicating With The SDC And Your Disability Specialist
Caryn Stromberg is the Disability Specialist for Deaf and Hard of Hearing Students. Please schedule appointments with Caryn either by coming into the office and speaking with the Receptionist, or by calling the SDC at 752-3184 (voice) or 752-6833 (TTY). Office hours are 8:00 a.m.-12:00 noon and 1:00 p.m.-5:00 p.m. The office is closed during the lunch hour.
You may also send e-mail directly to Caryn at:
cmstromberg@ucdavis.edu with a copy to: sdc@ucdavis.edu
At the SDC frontdesk , an Administrative Assistant covers for Caryn when she is away from her desk. Be sure to copy the SDC on ALL e-mails relating to Communications Services that you send to Caryn.
The Student Disability Center Coordinator is Jennifer Gibson. Jennifer's e-mail address is jgibson@ucdavis.edu.
III. Available Communication Services
The SDC provides Communication Services to enrolled deaf and hard of hearing students for: (1) regularly scheduled academic activities (e.g., lectures, seminars, discussion sections, examinations, laboratory/studio sections, and meetings with instructors, teaching assistants and academic advisors); (2) specially scheduled academic events and activities (e.g., one-time examination review sessions, tutoring sessions, and meetings with faculty and other campus personnel); and (3) extracurricular activities and events. These Communication Services include:
Sign Language Interpreting and Transliteration
The term "sign language interpreting" is used to refer to the translation of spoken English into sign language and the translation of sign language into spoken English. The SDC's staff interpreters are certified by the national Registry of Interpreters for the Deaf (RID) and are capable of interpreting in the student's preferred sign language mode. These modes include sign language transliteration, oral interpreting and Signed English. They are skilled in facilitating all aspects of communication for deaf and hard of hearing students with faculty, staff, and peers to allow full participation in campus classes and activities.
Communication Access Real-Time Translation (CART)
CART, also known as real-time captioning, is the contemporaneous transcription of spoken English onto a computer monitor screen. The stenocaptioner will type words spoken in class on his/her own portable computer, and those words will appear simultaneously on the computer screen provided the student.
Assistive Listening Devices (ALDs)
FM Systems. FM systems transmit sound via radio waves. The speaker (instructor) wears a portable transmitter and clip-on microphone, while the student uses a portable receiver with either headphones or mini-earbuds. Students with hearing aids that are equipped with telecoil "T" switches may use neckloop or silhouette cords that connect the receiver to the student's hearing-aids. The SDC has FM systems, including headphones, ear buds, neck loops, and silhouettes, that students may check out for the quarter. The SDC will notify the instructor regarding the need to wear the microphone and transmitter. If an instructor has questions regarding using the system, the student should ask him/her to contact Caryn.
Infrared Systems. Infrared systems transmit sound via light waves. Some classrooms and auditoriums at UC Davis have infrared systems installed that send out an infrared signal for anything transmitted over the general Public Address system. The infrared system is activated as soon as the room's PA system is turned on. Hard-of-hearing individuals can use an infrared receiver with or without hearing aids to access this signal. The SDC has infrared receivers that SDC students may check out for the quarter. Rooms that have infrared systems will be posted with signs, and the SDC will have a list of the rooms in which infrared systems are available. This list will be/is displayed on the web site address.
Stipend Note-Taking Services
Note-taking includes recording the points stated in class, highlighting important main topics or themes that are emphasized by the instructor, defining new or difficult vocabulary, and organizing the material to best present the class information. Notes are not necessarily a word-for-word record of what happens in class. [Note-taking service procedures are described in the [note-taking manual].
Stipend notes are written by hearing students who are taking the class with a deaf or hard-of-hearing student. Students are free to select their own note-takers. Alternatively, students may wish to enlist the assistance of professors and instructors to make announcements for requests for note-takers. If you have difficulty securing the services of a note-taker or have any problems with note-takers that you have selected, please contact Caryn Stromberg at the SDC.
The SDC pays stipends (i.e., quarterly fees) to student note-takers. The note-takers are expected to keep careful records of their note-taking services to facilitate processing of payment.
Communication Assistant Services
Communication assistants are students recruited by the SDC to take notes for particular classes. On request of a deaf or hard-of-hearing student, the SDC will run advertisements seeking students who have a background in the subject matter of a particular class. Once hired, the communication assistant will attend class and take notes for the deaf and hard of hearing student, and will be paid for those services by the SDC.
CART Transcripts
Students who are using CART services have the option of receiving transcripts of real-time captioning. The typed words that the student sees on the computer monitor during class will be printed out and made available to the student.
Back-up Services
If a previously scheduled auxiliary service provider cannot show up for his/her assignment (e.g., calls in sick), the SDC will use its best efforts to arrange for a substitute Communication Service provider to cover the assignment. The SDC will first attempt to secure the services of the same type of Communications Service provider (interpreter or captioner) from among its in-staff interpreters and captioners. If none is available, the SDC will attempt to secure the services of a substitute Communications Service provider from outside agencies. As an additional back-up measure, if the same type of communication service normally assigned is not available either through the SDC's staff or through outside agencies, the SDC will attempt to secure the services of an alternative type of service provider. For example, if a substitute interpreter is not available, the SDC will attempt to arrange for CART services. In this circumstance, the SDC will again look first to its staff captioners, and if none is available, will turn to outside agencies.
The SDC also will provide a hand-held tape recorder for use in class to any deaf or hard-of-hearing student who requests one. In the rare instance in which no such alternative Communication Services providers are available for a particular assignment, the SDC will notify the student via e-mal and, as a back-up measure, the SDC will transcribe a tape-recorded lecture or other class session for the student within two business days, if possible, but in any event, no longer than three business days. The SDC has tape recorders that students may check out for the entire quarter. If a student has not checked out a tape recorder, in the rare case in which an alternative Communications Service provider is not available, the SDC will bring a tape recorder to class for the student to use as promptly as possible, and ensure that the tape recorder is functioning and recording the lecture. The SDC will demonstrate how to use hand-held tape recorders to any students who check them out and/or use them on an emergency basis.
The Communication Services identified above are not mutually exclusive. Where necessary for effective communication, and based upon an individualized assessment of the student's needs and circumstances, these Communication Services will be provided in combination. In determining what communication services are necessary, DSP gives primary consideration to the student's requests.
Students are encouraged to report promptly to Caryn Stromberg any difficulties that may arise with their Communication Service Providers. If a deaf or hard-of-hearing student reports problems with the quality or effectiveness of interpreting or captioning services, the SDC shall investigate the reported complaint and take appropriate steps necessary to resolve the problem, including but not limited to re-screening and/or re-evaluating the provider, providing a different provider, and/or providing guidance to the provider regarding the necessary quality of services and how the effectiveness standard can be met. Students who are unsatisfied with the resolution may seek assistance through the SDC's internal and/or campus-wide grievance procedures.
With the permission of the student, the SDC will send to the professors and instructors of classes in which the student is enrolled a letter notifying him/her that a deaf or hard-of-hearing student is in the class and of the student's accommodation needs. Instructors and professors are reminded to speak clearly and concisely. Where charts and technical data do not lend themselves to interpreting, captioning and/or accurate note-taking, instructors and professors will provide to the deaf or hard-of-hearing student printed copies of such charts and data. The closed and open captioning needs of the student with regard to videos and movies also are identified in these letters.
IV. Confirming Class Schedules and Communication Services Requests
A. In-Person and/or Priority Registration
To assist the SDC in scheduling service providers, deaf and hard-of-hearing students are authorized to use In-Person and/or Priority Registration. The SDC sends the names of eligible students to the Registrar's Office and notifies students via e-mail of the date for priority registration. Students may then opt to register on the priority day either on-line at http://sisweb.ucdavis.edu or in person at the Registrar's Office in Mrak Hall. Interpreters will be provided upon request.
B. Requesting Accommodations
We ask that you complete and submit the quarterly SDC Accommodation Request Form for DHH Students within one week of registering for your classes so that we may begin scheduling your service providers. This form is available at the SDC and can be downloaded or completed on-line at: http://sdc.ucdavis.edu. Requests for in-class accommodations should be made on this form. Please note that if you add a class after you submit your request form, you will need to complete a new request form for that class. Deadlines for these requests will be given each quarter. You may assume that your requests will be filled; we will contact you only if there is a problem with filling your request.
It is the student's responsibility to ensure that all information on the form is accurate and complete. This includes course number; course title; indication of lecture, discussion, or lab; days; times; room number and professors' names, if available. A request for interpreting or CART services should specify each class for which that communication service is requested. Requests for registration accommodations for the following quarter, if needed, should also be made on this form.
Late requests or incomplete information increase the risk that the provision of services will be delayed, or in rare cases, that the University may be unable to secure interpreters or captioners.
All new students who request services are required to meet with Caryn at the beginning of their first quarter to verify schedules, verify accommodations, review policies and procedures and receive other guidance and information.
After processing your accommodation request form, the SDC will notify you when you can come to the office to sign the documents authorizing your communication services.
V. Special Requests
Students who desire Communication Services for academic activities and events that are not part of their regular schedule are requested, to notify the SDC at least three (3) working days in advance of the event or activity for which the Communication Services are requested. However, the more notice that the student provides the SDC, the better it will be able to arrange for the requested Communication Service. The University recognizes that it is not always possible to provide such advance notice, and the SDC will use its best efforts to arrange for the requested Communication Service regardless of the amount of advance notice it receives. If the particular type of Communication Service requested is not available for a particular event or activity, the SDC will use its best efforts to secure a suitable alternative accommodation. (See: "Backup Services," pp. 3-4, above.) For example, if a qualified sign language interpreter (either employed by the SDC or an outside agency) is not available for a particular activity or event, the SDC will attempt to secure the services of a qualified real-time captioner (CART provider).
Such notice may be communicated to the SDC through the following means:
- filling out a One-Time Request Form available at the SDC;
- filling out a One-Time Request Form available on-line at the SDC website; and/or
- notifying Caryn, by telephone, by e-mail, or by scheduling an appointment in person.
VI. Extracurricular Events and Activities
It is the policy of the SDC, in conjunction with all departments, associations and organizations on the UC Davis campus, to provide Communication Services for extracurricular activities and events in order to ensure effective communication. The same types of Communication Services available for academic activities also are available for extra-curricular events and activities.
As with special requests for Communication Services for academic activities, students are requested, to make their request at least three (3) working days before the schedule extracurricular activity or event. However, the more notice provided by the student, the better the University will be able to arrange for the requested Communication Service or accommodation. Regardless of the amount of notice given, however, the University will use its best efforts to secure the Communication Service requested by the student for the extracurricular event or activity. In the event that the requested service is not available, the University will use its best efforts to arrange for reasonable, alternative accommodations. For example, if qualified sign language interpreters are not available for a particular extracurricular event or activity (either through the SDC or through outside agencies), the SDC will attempt to secure the services of a qualified real time captioner (CART provider).
Communication Services for extracurricular activities may be requested through the following means:
-
notifying
the SDC, either by:
- filling out a One-Time Request Form available at the SDC;
- filling out a One-Time Request Form available on-line at the SDC website; and/or
- notifying Caryn, by telephone, by e-mail, or by scheduling an appointment in person, or
- notifying the University group, department or organization that is sponsoring the extracurricular event or activity.
VII. Notification of Changes, Cancellations, and Lateness
We request that you provide the SDC with at least 24 HOURS' ADVANCE NOTICE (BUSINESS DAY) FOR ALL CHANGES, CANCELLATIONS AND NOTIFICATION THAT YOU WILL BE LATE TO A CLASS OR EVENT so that we may reassign staff as needed. We understand that there will be times when it is not possible to provide a 24-hour advance notice. In those circumstances, please contact the SDC as soon as you know that you will be absent or late. If you do not attend a class for which interpreting or CART services were scheduled and you do not provide advance notice of the cancellation, we request that you contact Caryn as soon as possible afterward to confirm that you continue to need the services for that class.
Changes include, but are not limited to: room changes, time changes, one-time cancellations (including exams in which you do not need interpreting or CART services), permanent cancellation of services, if you intend to arrive late or leave class early, and any other alteration in your regular schedule.
You may notify the SDC of any changes in your schedule by filling out the Changing/Cancelling Support Services form and giving it to the receptionist. You may also notify the SDC of changes and one-time cancellations by calling the receptionist or e-mailing Caryn Stromberg, with a copy to the SDC.
Full-Text, E Mail-Interactive Pagers. To facilitate students' communication with the SDC, the SDC will provide the use of a full-text pager to any registered deaf or hard-of-hearing student who is receiving interpreting or CART services and who requests a pager. These pagers are compatible with SDC e-mail: using your pager, you may transmit e-mail messages regarding last-minute changes, cancellations, or notification that you will be late directly to Caryn Stromberg. Thus, for example, if you need to cancel or reschedule a previously arranged Communication Service at the last minute, you may "page" Caryn Stromberg, who will take the appropriate action.
These pagers are to be used only to communicate with the SDC as outlined above and in particular, to notify it of last-minute changes and cancellations. All other communication is to go to Caryn, as usual. They are not for personal use. Students are advised that depending on their location when they use their SDC-assigned pagers, the SDC may not receive the message immediately. Therefore, even when using these pagers, students are requested to provide as much lead time as possible on service cancellations and other changes. If you wish to be assigned a pager, you will receive more information on how to use it.
VIII. Lateness Policies
Students who are provided with sign language interpreting, transliteration services and/or CART services are requested to provide at least 24 hours' notice to the SDC if they anticipate that they will be late for class. If notice of the student's anticipated tardiness is received by the SDC, the regularly assigned interpreter, captioner, or communication assistant will stay at the class for as long as the student has indicated he/she will be late.
We recognize that there may be instances in which, due to unavoidable circumstances, a student may not be able to provide advance notice of being late for class. If no advance notice of lateness is provided, interpreters, captioners, or communication assistant will wait for the student's arrival for 15 minutes after the start of class for a one-hour class, 20 minutes for two hour classes, and 30 minutes for class three hours in duration and longer.
In cases in which the student has failed to provide advance notice of lateness and does not show up for class within the time outlined above, interpreters and real-time captioners are instructed to return to the SDC or to another interpreting or captioning assignment. Students who arrive at class after the interpreter or captioner has left are requested to contact the SDC. If the interpreter has not been reassigned, the SDC will instruct the interpreter to return to the class immediately. If a notetaker has been assigned to the class, the SDC will make available a copy of the notes for the class to which the student was late. In addition, if the student tapes the portion of the class he/she attends the SDC will transcribe the tape(s).
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