Faculty Handbook Chapter 16 - Common Accommodations

Faculty Handbook Chapter 16: Common Accommodations

Alternate Format

In most cases, students are responsible for alternate format submissions. There are some instances, however, where that responsibility is shifted to the instructor. Instructors are responsible for bringing same-day written materials for

Guidelines and Timeline for Material Submission

Re-formatted materials must be given to the student within a reasonable timeframe, as required by law. If an alternate format was requested reasonably far in advance, the student should be able to receive the reformatted materials at the same time that all other students receive their materials.

If manual production needs to be completed by our department, such as conversion to Braille or other specialized formats, the material may need to be hand-edited, line by line, before being converted. This often requires a considerable amount of time and resources.

For this reason, it is essential that CAR staff receive a copy of your course syllabus with reading assignments as soon as possible so that they can prepare only the material required for the course. It is imperative you make every effort to meet the bookstore deadline for ordering your course materials. Students may need to purchase their books and materials weeks in advance so that their reformatted materials will be ready the first day of class.

As each student request is different, there is no concrete timeline for submitting materials to alternate format. It takes CAR up to 15 business days to return the reformatted material to the student. Please consult with the student’s primary Accommodation Specialist for more information about this.

How and Where to Submit Course Materials

There are many different ways instructors can submit items to Alternate Format for conversion for students. The easiest ways is to email the materials to AlternateFormat@lanecc.edu.

If you submit materials on a CD or flash drive, please provide them in Microsoft Word with the material saved in Rich Text Format or Plain Text if possible. We prefer materials to be submitted digitally for ease of access, however if you only have them in hard copy we can accept that as well.

If you have any other questions regarding submitting materials, please contact CAR Alternate Format or a student’s Accommodation Specialist.

Enlargements

If it is stated in a student’s Letter of Accommodation (LOA) that they receive enlarged text as an accommodation, please provide handouts in at least 18 pt. font. CAR Alternate Format can facilitate this process for faculty members if they submit materials using the information above.

Students with accommodations must receive materials in an accessible format at the same time as the rest of the class. This may mean that instructors need to find materials early. As stated above, it may be acceptable to send materials directly to the student.

Please check with the student’s Accommodation Specialist regarding questions like these.

Alternate Furniture

Alternate Chairs

Students who are eligible for an alternate chair accommodation are provided with one in each of their classrooms upon request. Here is some important information regarding these chairs:

  • ADA (Americans with Disabilities Act) chairs are marked at the base with faint gold paint.
  • There may be multiple chairs in a classroom as the number of students with an alternate chair accommodation may vary.
  • Please do not move or relocate these chairs.
  • If you notice that you have a chair marked with gold paint in your office, please return it to the classroom or contact Facilities to have it removed.
  • Students must request alternate chair accommodations with CAR each term and for each class.
  • If a student reports to you that their chair is missing or broken, please direct them to CAR.

Adjustable Tables/Standing Workstations

Many classrooms on campus are equipped with an adjustable table. These tables may look like a regular table, but can be adjusted for height with a hand-crank. These tables need to be kept free of clutter.

Some students may use standing workstations as an accommodation, which are different from adjustable tables. Here is some important information regarding these stations:

  • Please do not move or relocate these stations.
  • There may be multiple stations in a classroom as the number of students with a standing work station accommodation may vary.
  • Students must request standing workstations with CAR each term and for each class.
  • If a student reports to you that their station is missing or broken, please direct them to CAR.

Assistive/Accessible Technology

Assistive technology encompasses accommodations that are in place to assist students with communication in the classroom. This technology allows them to have access to the lecture material and allows them to participate in the class.

Video Remote Interpreting (VRI)

Video Remote Interpreting (VRI) provides sign language interpreting services to students through web cameras. This is done through an off-site interpreter in order to facilitate communication for students in the classroom.

VRI In-Class

The following are items that will need to be taken into consideration when working with a VRI in the classroom:

  • Instructors will be asked to wear a lapel microphone (pictured below) so that the off-site interpreter can adequately hear what is being said.
  • When students are speaking, it is asked that the microphone be handed to the student so no information is missed.
  • When the student utilizing the VRI is working in a group, the microphone should be placed in the group so that the interpreter can hear what is being said.
  • Ensure that when the microphone is being used it is not covered by anything such as hair, necklaces, or clothing.
  • The interpreter may still ask for clarification or voice for the student.
  • Students using this accommodation will need to use a laptop to see the interpreter.
  • It is the student’s responsibility to keep equipment between class sessions.

If you experience any problems or have any concerns about the VRI, please contact CAR.

TypeWell

TypeWell is a tool that is used to provide real time transcription of a lecture to a student. The student is able to obtain a copy of the transcript from the lecture as well. This is done through an off-site transcriber in order to facilitate communication for students in the classroom.

TypeWell In-Class

The following are items that will need to be taken into consideration when working with TypeWell in the classroom:

  • Instructors will be asked to wear a lapel microphone (pictured below), so that the off-site transcriber can adequately hear what is being said. 
  • When students are speaking, it is asked that the microphone be handed to the student, so no information is missed.
  • When the student utilizing TypeWell is working in a group, the microphone should be placed in the group so that the interpreter can hear what is being said.
  • Ensure that when the microphone is being used it is not covered by anything such as hair, necklaces, or clothing.
  • The transcriber may still ask for clarification or voice for the student.
  • Students using this accommodation will need to use a laptop to see the transcription.
  • It is the student’s responsibility to keep equipment between class sessions.
  • If you experience any problems or have any concerns about TypeWell, please contact CAR.

Assistive Listening Devices (ALD):

Students with hearing loss may have difficulty hearing the lecture, classroom comments, or questions without assistance. The purpose of the ALD is to amplify the sound of the speaker for the listener.

  • Faculty may need to wear a clip microphone and a small transmitter.
  • Faculty should attach the mic to clothing near the mouth (or ask for a headset mic).
  • Faculty should put the small transmitter in a pocket or attach it to their waistband and turn it on. 
  • The student will use the receiver and some sort of listening accessory (headphones, etc.) to amplify the lecture to the volume needed.
  • If small group discussion is part of the coursework, the student can ask for and check out a “conference” mic which will amplify the voices of all group participants.
  • It is the student’s responsibility to keep equipment between class sessions.

Troubleshooting Technology

If students or faculty experience problems related to a student’s in-class technology, they are encouraged to contact CAR at (541) 463-5150 or email at AccessibleResources@lanecc.edu. CAR will make every reasonable effort to assist the student in troubleshooting their technology before the class ends or before the start of the next class.

Audio Recording

Students who are eligible for an audio recording accommodation may choose to audio record class lectures.

Audio Recorder vs. SmartPen

Students can go about audio recording a lecture a few different ways. The first is to use a traditional audio recording device. This device is only used for audio recording, and the student can then download the recording to their computer or listen to it from the device. 

The second option is to use a SmartPen. A SmartPen is a device that, when used with the correct paper, will record what it writes and pairs those notes with any audio it has recorded. Students can choose to just record audio or also take notes with the SmartPen. 

Appropriate Uses for Audio Recording:

Students may record any lecture or lab material that may be included on an exam. However, faculty members have the option of establishing some reasonable limits related to recording lectures in order to protect students’ privacy. It is not appropriate for students to record when personal information is being shared by classmates.

Students are only permitted to record lecture when they are physically in the classroom. Students are not permitted to give the recorder to classmates or instructors and have them record the content for them.

Captioning

All videos or multimedia used must be captioned and/or transcripts need to be provided. Auditory descriptions of what is occurring during the video are always needed.

For assistance with captioning, please contact the design and media center from the Media Services Page.

Speech-to-Text and Text-to-Speech

Some students will choose to utilize text-to-speech or speech-to-text software in their academics.

Adobe Read-Out-Loud is an option students can use for text-to-speech. This program will allow students to listen to their materials while they are reading them. If a student wishes to have CAR format their materials for this program, they must be eligible for the digital text accommodation and request these materials through CAR Alternate Format.

There are a variety of programs students can use to utilize speech-to-text, including free software students can use on their personal computers.

If students are interested in using either speech-to-text or text-to-speech, please direct them to CAR.

Consideration of Modified Attendance/Assignment Due Dates:

Students with this accommodation have disabilities which are episodic in nature with random or cyclical acute episodes, and as a result the disability may occasionally impact students’ ability to attend class, complete an assignment, or take an exam at the scheduled time.

Important Information:

  • CAR determines that a student is eligible for the accommodation based on their disability verification documentation from their provider. 
  • CAR Accommodation Specialist reviews strategies and student responsibilities for using the accommodation.
  • These accommodations do not allow students to miss as many classes or extend assignments as they want.
  • Students may register late in the term or wait to request this accommodation. In these cases, faculty are not expected to provide retroactive accommodations. 
  • These accommodations cannot be used for non-disability-related absences or assignment extensions (i.e. absences due to car trouble, common illnesses, children, etc.). Non-disability-related absences or missed assignments should be addressed using the syllabus and the faculty member’s absence policy. 
  • Faculty are not required to re-teach course instruction missed due to not attending class or turning in an assignment on time. 
  • Students with these accommodations should be held to the same grading standards as the rest of the class and are still required to complete all course work within the term. 
  • If a student does not follow the modifications outlined or does not meet other course expectations, the instructor has all grading options available to them.

There can be a point in which disability-related absences or assignment extensions cannot be reasonably accommodated. This will be the case if it is determined that assignment due dates and/or attendance can be justified as an integral part of how the course is taught, the assignment, and/or how learning is to be demonstrated and measured. If this is the case, conversations will take place between the student, the instructor, and the student’s CAR Accommodation Specialist so that the student can then make an informed decision regarding the alternatives.

In-class Reader/Aide/Scribe

In-class Readers/Aides/Scribes are CAR staff who function in the classroom as an approved accommodation for eligible students.

These providers may be in the class full-time or part-time as needed. 

In-Class and Labs

In-Class

Readers/Aides/Scribes are not registered for the class and should not participate except for in the narrow scope of their role (examples include asking for clarification, assisting students with manual tasks as necessary, etc.) as a part of the student’s approved accommodations.

Readers/Aides/Scribes are not tutors and do not have contact with students outside of class.

Seating will need to be available for these individuals.

Duties may include: describing visual material presented in class, assisting with classroom activities or in-class assignments, setting up materials, and doing the “hands-on” work in labs.

In-class readers/aides/scribes are not replacements for captioning and providing visual descriptions; these in-class helpers will not describe video. If possible, please provide a transcript of video or audio materials shared in class.

Labs

In-class Readers/Aides/Scribes in labs will only help to carry out lab procedures that students are unable to complete due to their disabilities. All information about actual lab processes and procedures are the student's responsibility.

Readers/Aides/Scribes:

  • Will perform only those tasks directed by the student.
  • Will not function as a teacher or tutor.
  • Will not prompt or guide a student in performing a lab task.
  • Will adhere to proper lab procedures.

Tips and Tricks for Working with Readers/Aides/Scribes

As a Reader/Aide/Scribe may be in the classroom most of the time with the student, it is important to know how to interact with them as a faculty member. 

Scheduling Outside Class Time

Sometimes a student will need to meet with their instructor outside of scheduled class time. If a Reader/Aide/Scribe is needed for these meetings, please direct the student to contact their Accommodation Specialist.

Personal Aides/Support Persons 

Students may occasionally require a Personal Aide/Support Person to accompany them in the learning environment. Please be advised:

  • The Center for Accessible Resources (CAR) does not provide Personal Aides.
  • Personal Aides are hired, paid, and employed by the student.
  • Personal Aides are not classroom or lab assistants,
  • Personal Aides are required to abide by all LCC policies, including but not limited to the Student Code of Conduct.
  • Personal Aides are only permissible in the classroom or lab when the student is present.
  • Personal Aides are not to be enrolled in the class the student is in and will not receive academic credit for the class. 
  • CAR cannot authorize a friend or family as a Personal Aide. 

In order to bring a Personal Aide to class, a student must register with CAR prior to the Personal Aide attending class. It is the responsibility of the student to contact the instructor to ensure there is adequate space for the Personal Aide. 
CAR requires that the student and the Personal Aide sign the Support Person Agreement and the Support Person Student Agreement each term prior to the Personal Aide attending class so they are aware of the guidelines. 

If faculty have questions or concerns regarding a student’s support person, please contact CAR at accessibleresources@lanecc.edu or (541) 463-5150

Interpreters

Interpreters are CAR staff who function in the classroom as an approved accommodation for eligible students. These providers may be in the class full-time, or part-time as needed.

In-Class

Interpreters follow the below guidelines when in class:

  • Interpreters are not registered for the class, and should not participate except for in the narrow scope of their role (i.e. asking for clarification) as a part of the student’s approved accommodations.
  • Interpreters generally do not have contact with students outside of class.
  • Seating will need to be available for these individuals.
  • Duties may include: 
  • Using sign language to interpret course material for the student.
  • Voicing for the student.
  • Asking for clarification from the student or instructor.

Interpreters are not replacements for captioning and providing visual descriptions; these in-class helpers will not describe video. If possible, please provide a transcript of video or audio materials shared in class.

Tips and Tricks for Working with Interpreters

As an interpreter may be in the classroom most of the time with the student, it is important to know how to interact with them as a faculty member. 

Scheduling Outside Class Time

Sometimes a student will need to meet with their instructor outside of scheduled class time. If an interpreter is needed for these meetings, please direct the student to contact their Accommodation Specialist.

Testing Accommodations

Faculty will be alerted of any testing accommodations student(s) in their course have through each student’s Letter of Accommodation (LOA). Students must contact their instructor(s) to initiate a meeting at the beginning of the term to arrange their testing accommodations. If this is not done, CAR cannot guarantee testing accommodations will be provided. This conversation should include specifics regarding testing such as: what the student’s accommodations are, time, location, and format of the test(s).

These specifics and accommodations used may vary between types of tests (i.e. quizzes/quests, midterms, finals).

Students are responsible for confirming details for each test/quiz. Of particular importance is the final exam, as times and locations are often different for final exams.

Extended time or reduced distraction room accommodations can be provided in the CARTesting Center or elsewhere, as determined by the instructor(s):

  • CARTesting Facilities 
  • Math/Science/Business Resource Centers
  • Instructional Testing Services
  • In class
  • Online/Moodle

Testing accommodations apply to all quizzes (including pop quizzes), tests, midterms, exams, and finals.

If faculty have any questions regarding testing, they should feel free to contact CAR. 

Taking Tests in the CARTesting Center

There are a few things to keep in mind when a student has testing accommodations:

  • Students with testing accommodations should be held to the same makeup/late policy as stated in the syllabus. Contact CAR for assistance in determining if a disability-related exception is appropriate.
  • If the faculty determines that the CARTesting Center will be used, students are required to schedule their exams in our online system at least three (3) full business days in advance of the exam day.

If a student will be using the CARTesting Center:

  • Faculty members need to complete the Alternative Testing Agreement included with the LOA via email. See video walkthrough below.
  • Tests must be received by noon the day before the scheduled test.
  • Tests will be returned the same day taken.
  • During a test, if you provide the class with additional instructions or make modifications, contact CAR immediately so we can alert the student.

Note: If a student will be testing outside of CAR Testing, the only item in the Alternative Testing Agreement that needs to be selected is, “I will proctor my own exams.”

Video: CAR Testing Center Video Tour

CAR’s Testing Process Video Walkthrough

Testing Agreements

Faculty will need to complete the Alternative Testing Agreement included with the LOA via email. This agreement will outline details regarding the testing process that are important to administration.

Testing Agreements Video Walkthrough

Testing Security

Maintaining faculty test security is very important to CAR. Some of the security precautions that we take are:

  • All tests are held in a secure, locked location.
  • During testing, all students are monitored at all times by trained CAR staff as well as overhead and screen monitoring cameras.
  • Students are separated from their belongings, including smart watches.
  • If a student is witnessed using unauthorized material or breaking any other established procedures, an incident form will be completed and sent to the faculty member to determine the consequences.

Testing Accommodations in Moodle

Students with extended test time eligibility are still able to receive their extended time for Moodle tests. Extended time for individual students can be added directly in Moodle by setting a user override.

For assistance, see the Knowledgebase article on the Academic Technology Center (ATC) Faculty Support webpage. Contact ATC at x3377 for assistance.

If a student would like to test in the CARTesting Center for Moodle tests they are welcome to do so by submitting a request in our online system.

Pop Quizzes

CAR is able to assist faculty in administering pop quizzes to students who have testing accommodations:

Instructors should contact CAR two business days prior to the pop quiz. Arrangements will be made without disclosure to the student.
If you have any other questions regarding this, please contact CAR.

Contact Testing

Hours of testing operation:
8:00 a.m. – 5:00 p.m., Monday – Friday

For exceptions to the testing hours, contact CARTesting

Email: CARTesting@lanecc.edu
Phone: (541) 463-5280