Office of Accessibility The University of Akron

1. 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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. Current Process

11. 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

12. 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

13. 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.)

14. 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

15. Notetaker Recruitment Process

16. Notetaker Recruitment Recruitment for notetakers begins before the start of each semester • Notetaker Coordinator sends email to class • Faculty assists in notetaker recruitment • Office of Accessibility staff does in-class recruitment by 2nd week of school if no notetaker is in place

17. Notetaker Recruitment • 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.

18. Emailing Classes Success Timeline

19. NotetakerRecruitment • 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.

20. Notetaker Recruitment 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

21. Notetaker Recruitment • 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

22. 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

23. Notetaker Hiring and Training

24. Notetaker Hiring • In order to be hired and paid for the notetaking assignment, the notetaker: • Creates account and registers through our online system, STARS • Reviews and signs a notetaker contract • Completes the Notetaking Training and Quiz that is available on the Office of Accessibility’s website http://www.uakron.edu/dotAsset/ab5e841a-f738-45d0-9e83-a86963cfa2dc.pdf • Submits the completed Instructor Verification Form to the Office of Accessibility with a page of notes • Signs an online notetaker invoice at the end of the semester when assignment is completed

25. 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

26. 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

27. 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

28. Notetaker Training and Quiz - ANSWERS

29. 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.

30. 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 disability-related information confidential.

31. Roles and Responsibilities in Notetaking Accommodations

32. 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!

33. 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

34. 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

35. 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

36. 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

37. How can you implement this process on your campus?

38. 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

39. 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

40. Questions/Discussion

41. 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: access@uakron.edu