NAIT SSD GUIDELINES A

Transcription

1 NAIT SSD GUIDELINES A Guide for Professional Note Takers Services for Students with Disabilities Recruitment and Student Life Northern Alberta Institute of Technology Northern Alberta Institute of Technology 1

2 Table of Contents Introduction..3 Documentation of Disability...3 Qualifications for Note Takers.. 4 Obtaining Text Materials 4 Performing the Assignment..5 Note Taker Responsibilities..6 Qualities of Good Note Taking.8 Hiring and Work Procedures for Note Takers...9 Substitutions...10 Assignment Cancellations 10 Note Taker/Student Interaction 10 Confidentiality...11 Due Process...11 Student Responsibilities..12 Appendix A: Note Taker Position Description..13 Appendix B: Suggested Phrases to Maintain Confidentiality...14 Appendix C: Note Taker s Code of Ethics and Guidelines 15 Appendix D: Record of Hours for Note Taking 17 Appendix E: NAIT Academic Procedures and Regulations..18 Northern Alberta Institute of Technology 2

3 Introduction Services for Students with Disabilities is committed to providing services that facilitate the academic and personal goals of NAIT students. Students with documented disabilities enrolled at NAIT are entitled to reasonable and appropriate academic accommodations in accordance with the Duty to Accommodate, Human Rights Legislation, and the Citizenship and Multiculturalism Act. NAIT is committed to providing equal opportunities for all students in programs and activities at NAIT. This handbook is designed to provide the guidelines for note taking services at NAIT. Documentation of Disability NAIT requests that students provide documentation of any special accommodation needs to the SSD office four to six months ahead of the program start date. This notification will help ensure the availability and quality of services. The student and SSD advisor meet to review the student s case and documentation in order to make appropriate arrangements for accommodation. A Confidential Internal Memo (CIM) is sent to the program contact person noting the accommodations to be provided. Northern Alberta Institute of Technology 3

4 Qualifications for Note Takers In order to provide services at NAIT, note takers are required to have the following qualifications: Strong communication skills. Knowledge of the content area. Ability to listen and store information while writing or keyboarding with speed and accuracy. For computer aided note taking the following skills are required: Knowledge of computer hardware, software, and word processing. Ability to set up and take down a computer assisted note taking system in a timely manner. Note takers must adhere to the Confidentiality Guidelines and agree to abide by the conditions outlined in this handbook. Obtaining Text Materials Prior to the semester beginning: Note takers will be provided with a copy of schedules for the upcoming semester, as soon as they are available. Note takers may request e-text for their courses from the alternate format coordinator. Arrangements for text will be handled by the Alternate Format Coordinator. Northern Alberta Institute of Technology 4

5 Performing the Assignment The SSD Office at NAIT will notify instructors prior to the first day of each semester that there will be a note taker attending the class to take notes for the SSD student. The note taker should introduce himself/herself to the instructor. For example, the note taker can say: Hello, I am. I will be the note taker for this student. When you talk, I will write/type what you say. If I have any problems keeping up or understanding you, I ll let you know. Inform the instructors that you may require their assistance to review the notes for content, accuracy, and completeness. The note taker should obtain a copy of the course outline from the instructor to note any scheduled class cancellations, presenters, fieldtrips, etc. for the semester. In addition, midterm and final exam times and locations should be noted at the beginning of the semester from the course outline. To provide the best possible note taking services for students the following should be considered: Effective seating arrangement. Effective viewing of blackboard and visual aids. Placement away from windows and/or glare. If it appears a student will not show up for a class, the note taker is required to wait 15 minutes. After waiting the allotted time, the note taker is to report to the SSD Office by phone or in person. Students are asked to provide 24 hours notice when they will be absent. The note taker is required to notify the SSD Advisor if any problems arise during the semester. This would include: problems with the working relationship between the note taker and the student, problems with the assignments, etc. Northern Alberta Institute of Technology 5

6 Note Taker Responsibilities For computer assisted note taking: Arrive at least 10 minutes before the first class to allow time for equipment setup. Be familiar with the scheduled lecture by preparing for class through reviewing the textbook and related materials. Make every effort to type the essential spoken information, and communicate the information in the manner in which it is intended. The notetaker will need to summarize the information, but he/she will type as much of the important information as possible. Where relevant indicate different speakers in the text by using instructor, female student, and male student. Provide on-the-spot trouble shooting for equipment breakdown with minimum disruption to the class. If a solution is not immediately found, the note taker is required to make every effort to accommodate the student(s) to the best of his/her ability (e.g., take handwritten notes). Technical breakdowns are unforeseen and most often require a diagnosis outside of the classroom environment by the Alternate Format Coordinator. When a computer is used the note taker and the student will need to sit near an outlet as the laptop will need to be plugged in (many computer batteries will hold a charge for 1-2 hours, but even in short classes the computers may need to be plugged in as a precaution). The cord should not block an aisle or be in the way of other students in the class. The note taker should be seated in a position where he/she can hear the instructor and any other speakers in the room. The note taker and the student should sit in a position where there is no glare on the laptop screens. It is helpful if the student(s) and note taker each have a desk large enough for the laptop, notebook and/or texts. The note taker should sit where he/she does not disturb other students with the sound of typing on the keyboard. Northern Alberta Institute of Technology 6

7 Through a demonstration the student should be made aware of the lag time between words being spoken and appearing on the screen. Also, the appropriate size and type of font should be decided upon between the note taker and the student. Typed notes from classroom lectures can be copied to a memory stick and given to the student. A hard copy of the typed notes can also be printed for to the student if desired. For handwritten notes: The note taker can obtain note takers paper from the SSD Office. The note taker will need to ensure that the notes are legible, complete and not missing any relevant information. NAIT SSD Guidelines for Note Takers Northern Alberta Institute of Technology 7

8 Qualities of Good Note Taking: Pay attention. Show interest in the subject. Listen for main concepts. Discourage distractions. Regard difficult material as a challenge. Listen for clues as to importance. Qualities of good notes: Appearance of notes main topics should be clearly defined. Use wide margins and indentations to separate information. Learn to use effective formatting cues such as capitalization, underlining and asterisks. Language help facilitate reading by employing simple sentences. Define new vocabulary in simple terms. Give examples when needed. Organization often note takers may need to rework the notes to put them in a clear logical sequence of information or outline. Assignments and tests Record information in detail including classroom expectations and information about assignments and tests. Feedback from student adapt the notes to meet the student s language and instructional needs. Suggestions for note taking by hand: Record course name and date at the top-right corner of the first page and number each page. Write with a black fine-point pen. Write legibly. Allow blank spaces for missed information that may be added later. Use correct spelling. Use a cover page to clearly indicate the course name, date, any homework assignments, and other highly important information. Northern Alberta Institute of Technology 8

9 Hiring and Work Procedures for Note Takers: Application All note takers are required to submit a resume, have an interview, and be commenced through the NAIT Human Resources office. Timesheet Submission Time Sheets and documentation of hours should be submitted to the: Services for Students with Disabilities Office, W111PB, HP Centre. Time Sheets and documentation of hours should be submitted every two weeks by Friday afternoon prior to the payroll deadline. The date of submission is indicated on the Time Sheet. Late time sheets will be paid in the following pay period. The hours and dates on the documentation must match the hours and dates on the time sheet. Documentation must be completed each day and include the student s signature and date of signature. When a student does not attend a scheduled class, the note taker may bill for those hours if 24 hours notice has not been provided by the student. The note taker must also indicate on the note taking log that the student was a no show for the scheduled class. Note takers are permitted to bill for.5 hours of prep and take-down time per day When note taking for more than one student, the note taker must record each student s hours on a separate time log. When a pay period spans 2 consecutive months (ex: June 26-July 9), note takers must subtotal each month s work hours on the bottom of the time log. Attendance and Punctuality Handbook The note taker must arrive on time for all assignments. Note takers are expected to notify the SSD Office at least one day (24 hours) in advance when they will be absent for an assignment. All note takers will be expected to adhere to the guidelines set forth in this handbook. Northern Alberta Institute of Technology 9

10 Substitutions When the note taker accepts classes for the semester, it is expected that the note taker will maintain that schedule of classes throughout the semester. However substitutions may be needed from time to time. Exceptions are approved on a case-by-case basis by SSD. Assignment Cancellations The SSD Office will make every effort to notify note takers at least 24 hours in advance of the cancellation of an assignment. Note takers will be contacted at the numbers and address listed in their file. If 24 hours notification is not possible, the note taker will be paid for three hours. However, if there has been an effort to contact the note taker (i.e., message on the answering machine or e- mail sent) at least 24 hours in advance, the note taker will not be paid. If the student or instructor notifies the note taker 24 hours in advance that their services will not be needed, this is also considered sufficient notice. (Example: A student may plan to go on vacation. If the student lets the note taker know at least 24 hours in advance then sufficient notice has been given). Note Taker/Student Interaction Note takers should not have conversations with students during class time. Conversations/consultations should be held before and after the class. If another student asks for information about what note takers are doing, the note takers should let the student know he/she is not able to discuss it during class, but could answer before or after the class. When answering questions about note taking from faculty and other students, the note taker should keep in mind confidentiality regarding the SSD student, and provide only general information. Northern Alberta Institute of Technology 10

11 Confidentiality Student information provided to SSD is kept confidential except when the student provides permission for the exchange of information. Information that is obtained through communication with the student and SSD should not be disclosed. For example telling a friend that a student, John Doe, is failing his classes is an example of breaking confidentiality. In addition, anything that occurs while on the job should NEVER be disclosed to another student or professor, even if the students are friends or know each other. Note takers should bring problems or concerns to the SSD Advisor and avoid discussing issues among themselves. Discussing these issues within the proper channels is not breaking confidentiality. See appendix 3 for Note Taker Code of Ethics. Due Process If SSD Office receives a complaint about a note taking situation from a student, instructor or staff, the note taker involved will meet with the SSD advisor, or SSD manager to resolve the complaint. Northern Alberta Institute of Technology 11

12 Student Responsibilities Students are responsible for maintaining a professional relationship with the note taker at all times. Students are responsible for getting to their classes on time. Students are responsible for notifying the SSD Office and note taker at least one day (24 hours) prior to missing class (except in the case of an emergency). Failure to attend class without notifying the SSD Office may result in the discontinuation of services after the third occurrence. If services are discontinued, the student must make an appointment with the SSD Advisor to discuss reinstatement and the note taker will be followed up by the SSD advisor. Students should discuss any note taking issues directly with the note taker before coming to talk to the SSD Office staff. Students should meet with the SSD Advisor if assistance is required to resolve problems related to note taking. Northern Alberta Institute of Technology 12

13 Appendix A: Note Taker Position Description The note taker s primary responsibility is taking notes in the classroom and the rapid provision of the hard copy or electronic text notes to students. Specific Responsibilities Provide note taking services in classroom. Edit notes; prepare for class by reviewing notes, previewing texts; meeting with presenters, faculty, tutors, or students; and preparing equipment. Provide and accept feedback, assess effectiveness of services provided, and adjust accordingly. Communicate with others to support SSD goals and the provision of services. Develop rapport with college employees and students and facilitate resolution of concerns. Provide information to instructors, staff, and students regarding note taking. Represent daily the services of SSD NAIT staff. Network with other staff members to maintain the flow of information critical to quality service. Demonstrate professional growth. Areas of growth can include: Upgrading or maintenance of keyboarding skills (if computer assisted note taking). Enhancement of interpersonal communication skills. Gaining additional content knowledge. Increased knowledge and use of the computer (if computer assisted note taking.) Northern Alberta Institute of Technology 13

14 Appendix B: Suggested Phrases to Maintain Confidentiality for Note Takers I am not at liberty to say. I am sorry, that information is confidential. I am not sure. I don t know. I only see the student in class. I don t know the student personally. I am not able to disclose that information. The student could probably answer that better than I could. If you have a concern you would like to address regarding the note taker in your class please communicate with the SSD Advisor. Northern Alberta Institute of Technology 14

15 Appendix C: Note Taker s Code of Ethics and Guidelines (Adapted from Note taker s Code of Ethics and Guidelines prepared and used by California State University at Northridge) 1. Note takers should keep all assignment-related student information confidential. Note takers should use discretion when discussing a class or students in that class. Seemingly unimportant information, innocently divulged, may prove to be damaging in certain situations. If problems arise among any of the persons involved, note takers shall immediately refer these persons to the SSD Advisor. 2. Note takers shall transcribe lectures as faithfully and completely as possible. Note takers must learn to store information as they listen in order to record all of the major points of the lecture. Correct English is required at all times. Diagrams, examples, student questions and answers, and student comments should be included in the notes to provide a complete picture of classroom activities. It is better to provide information that students do not need than to take the chance that they will miss something important. When in doubt, note takers should write. Most instructors provide clues either directly or indirectly about what will appear on tests. Anything that is stressed in the classroom should be stressed in notes. Teacher comments about the important items should be recorded. 3. Note takers should not advise, interject personal opinion, or counsel the student. Just as note takers may not omit important information, they should not add personal opinions to recorded notes. Note takers should remember that they are not responsible for what is said and should not permit their own feelings to interfere with or add to the lecture. Paid note takers are not to participate in class other than to ask questions for clarification or spelling. Note takers and students should set appropriate boundaries and maintain a professional relationship. Their relationship must not interfere with the service for which the note taker is paid. 4. Note takers are not qualified to counsel or advise. The note taker s responsibility is to record the lecture. If a professor seeks advice on how to interact with a student, the note taker should refer him or her to an SSD Advisor. Students having problems that require help should be referred to an SSD Advisor. Northern Alberta Institute of Technology 15

16 5. Note takers should choose assignments appropriate to their experience or skill in the subject area. Familiarity with a subject promotes better note taking. Some classes are more difficult than others, either because of the nature of the class itself or because of the instructors teaching style. If the note taker finds a particular assignment beyond his or her capabilities, the supervisor must be informed. 6. Note takers shall conduct themselves in a way that brings respect to themselves, the students, and their department. The term appropriate manner refers to appropriate dress and professional conduct. I have read and understood my role as a Note Taker. Signature: Date: Northern Alberta Institute of Technology 16

17 Appendix D: Record of Hours for Note Taking Name of Note Taker: Pay Period: From: To: Date Student Name & ID Course Start Stop Total Daily Number Code Time Time Time Total Student Signature INSTRUCTIONS: Please put only one total for each day s work for this service in the final column. If you need more than one sheet, please mark in the upper right corner of each page the pages such as Page 1 of 2, Page 2 of 2 for example. Northern Alberta Institute of Technology 17

18 Appendix E: NAIT Academic Procedures and Regulations The following are excerpts from the NAIT Academic Procedures and Regulations. The full document can be found at STUDENT BEHAVIOR, RESPONSIBILITIES AND RIGHTS 4.1 STUDENT BEHAVIOR AND RESPONSIBILITIES The instructional process and climate at NAIT are intended to prepare students for roles that they will eventually fill in business and industry. Students are, therefore, expected to conduct themselves in a responsible manner. While students are on work experience, they are expected to behave according to that agency's policies and procedures in addition to the NAIT Academic Regulations. NAIT is committed to providing a healthy and safe environment to ensure and promote the well being of students and staff. Should a student exhibit medical or psychological symptoms contravening this philosophy, medical proof of fitness to remain in an educational environment may be required. The Program Leader, in consultation with Counseling and Health Services, may recommend to the Dean that it is in the best interests of the student to obtain such proof in order to maintain and continue his/her student status. The Dean shall make the decision within 10 business days, copy the Registrar and notify the student in writing. 4.2 ACADEMIC INTEGRITY Students and staff share the responsibility for the academic standards and reputation of NAIT. Academic integrity is the basis for the growth and acquisition of knowledge and skills. Failure to maintain standards of academic integrity is harmful to the values of NAIT and discouraging to the majority of students who pursue their studies with integrity. While NAIT endeavors to inform students of special criteria of academic integrity pertinent to the class or course, failure to provide such special information does not in any way exempt a student from penalties imposed by or on behalf of NAIT. The following examples, though not exhaustive, represent activities that constitute a breach of academic integrity: Cheating which includes but is not limited to any form of fraud, deceit, omission or misrepresentation of information including, but not limited to, the use or attempted use of unauthorized material in examinations, representing oneself as another in an examination, classroom or lab related activity, or being represented by another; Plagiarism, which includes but is not limited to taking the work of another person and passing it off as one s own work. Consequently, no student shall submit the words, ideas, images or data of another person as the student s own in any academic writing, essay, project, laboratory or assignment in a course or program; Falsification or misrepresentation of documents or credentials which are subject to academic evaluation; Using or attempting to use other student s answers or providing answers to other students on any document, whether written or electronic, which is subject to academic evaluation. 4.3 STUDENT CODE OF CONDUCT NAIT is committed to provide an educational environment (face-to-face, online or through any other media) that supports respect and safety within its community. The student code of conduct outlines the responsibility of students to support the academic community, defines inappropriate student conduct and provides procedures and penalties if students engage in such unacceptable behaviour. Northern Alberta Institute of Technology 18

19 Fighting is not tolerated on NAIT property or practicum sites. All parties will immediately be suspended and are subject to expulsion at the prerogative of the President. The following are examples but are not an exhaustive list of activities constituting student misconduct: Threatening to subject or subjecting any student or staff member to physical or mental harassment, indignity, defamation, injury, violence, unwelcome personal encounters or other forms of inappropriate behaviour including but not limited to cyber stalking and cyber bullying Disturbing, disrupting, or otherwise interfering with studies, laboratories, lectures, work, or other activities of fellow students or staff; Unauthorized access to or misuse of computers or computer networks, photocopiers, tape recorders and/or unauthorized taping of lectures, classroom or meeting discussions, copying of computer software or data files, and course packs for any purpose; Use of materials to which the student holds no rights, such as pirated software and illegal photocopies of textbooks or course materials; Intentionally defacing, damaging, destroying, or moving without authority or permitting to be defaced, damaged, destroyed, or moved without authority the property of NAIT, the NAIT Students Association, or of any student or staff member; Unauthorized use of Institute property or entry to such property in an unauthorized manner; Participation in unauthorized and/or hazardous and/or illegal activities on NAIT premises; Failure to obey the lawful instructions of any NAIT official or employee acting in the performance of his/her duty, and failure to obey all published or posted procedures relating to the use of and entry to Institute buildings and facilities; Forgery, misuse, theft or alteration of any NAIT document or record in paper or electronic form; Failure to obtain approval, permission, or otherwise follow Institute policies, guidelines, and procedures; Libelous or indecent statements, unfounded allegations, or statements harmful to personal dignity; Failure to maintain proper dress code for the course or program and neglecting safety procedures/practices or intentionally creating safety hazards; Harassment of any kind; Illegal activities of any kind; For-profit activities not sanctioned by NAIT; and Conduct in contravention of NAIT Guidelines for Internet Use and Security Standards, as amended, replaced or updated from time to time. Guidelines are available online at STUDENT RESPONSIBILITIES AND RIGHTS The following list outlines student responsibilities: Students are responsible for their conduct as it affects the Institute community; Students are responsible to inform themselves of course and program requirements and the availability of staff; Students are responsible to inform themselves of procedures respecting class rescheduling or replacement; Northern Alberta Institute of Technology 19

20 Students are responsible to attend classes regularly and to maintain satisfactory achievement in their course/program; Students share responsibility for maintaining communication with instructional staff; Students shall conduct themselves in a manner that reflects a positive image of NAIT when representing NAIT in official and co-curricular activities; Students are responsible to provide written consent for NAIT to release or receive personal information for its operating and program activities and as required by legislation; Students are responsible to observe all health and safety procedures outlined for classrooms, laboratories, field trips and work practicum s; Students are responsible to comply with conditions under which resource material (e.g., a programmable calculator) may be brought into an examination or use of a tape recorder in lectures and meetings; and Students are responsible for producing photo identification upon demand by any NAIT staff during an examination or at any time while on NAIT premises. Personal electronic devices are not allowed in examinations unless expressly permitted by the instructor. The following list outlines general student rights: Students shall have the right to lawful assembly; Students shall have the right to a healthy and safe educational climate; Students shall have the right to freedom of expression and opinion, subject to limitations outlined in these Regulations and Procedures and shall have the right to make representation to any advisory or decision making body, subject to NAIT procedures; Students shall have the right to confidentiality in their dealings with NAIT and shall have access to their personal records and information in compliance with Alberta s Freedom of Information and Protection of Privacy Act; Students shall have the right to organize into a students association. Any affiliation of an association with interinstitutional organizations shall not deprive student associations of recognition by NAIT authorities; Students shall have the right to an autonomous student press, subject only to normal legal and administrative constraints as developed by NAIT Administration. The students association shall be legally and morally responsible for information printed by it in the student press; Students shall have the right to receive information descriptive of the educational services to be provided. The student shall be advised, prior to registration, of the expenses likely to be incurred at NAIT and the services to be provided by NAIT. The student shall be advised, at the commencement of each academic term/semester, of the availability of staff and services to be provided during that term/semester; and Students shall have access to statements of NAIT policies, guidelines and procedures that have an impact upon them. The following list outlines student academic rights: Students shall have the right to be informed of the content and requirements of their instructional courses and programs, including course content, methods of student evaluation, attendance, punctuality requirements, and schedule of assignments and tests (including assigned mark weighting); Students shall have the right to obtain their completed and graded assignments and examinations (except where advised in advance of departures from this practice); Northern Alberta Institute of Technology 20

21 Students shall receive grade statements and certification within the time frame, under the conditions, and in the forms established by NAIT; Students shall have the right to change course registration or to transfer programs within conditions established by NAIT; Students shall have the right to be advised of methods by which course/program failures and deficiencies can be cleared and shall be informed of examination challenge opportunities, where appropriate and if available; and Students shall have the right to be advised of redress and grievance procedures available to them. 4.5 STUDENT DISCIPLINE - Academic Dishonesty or Student Misconduct Academic integrity is important to both the staff and students of the Institute. Students have a responsibility to exhibit academic integrity in their own endeavors and to refrain from actively assisting other students who are dishonest Academic Dishonesty in Course Work When a course instructor or supervisor believes that a student in one of his/her courses has been academically dishonest, the course instructor may take one or more of the following actions: Require the student to re-do the work; Assign a zero on the exam, assignment or lab; Impose a failing mark for the work; For second or subsequent offences assign a zero on the course OR recommend termination from the program. When an instructor or supervisor suspects an offense in an examination setting the student shall Be advised of the circumstances and the unauthorized material shall be removed together with the work completed to that point; and Be provided with another examination to be completed. Following completion of the examination, the instructor or supervisor shall record the academic dishonesty in writing and report the transgression to the Program Leader. The Program Leader, in consultation with the instructor, will determine the penalty and inform the student Student Misconduct Incidents of student misconduct that are not resolved informally shall be reported to the Program Leader. The Program Leader will investigate the circumstances of the incident and meet with the student and take one or more of the following actions: Seek an informal resolution; Issue disciplinary action; Assess and recover costs of repair to damage caused by the student, if applicable Penalties for Student Misconduct Penalties imposed by NAIT for student misconduct may include one or more of the following: A warning, removal of tape recorders or calculators, written reprimand, exclusion from access to specified NAIT services and premises, financial hold on student accounts and files, restitution or other corrective measures, suspension or expulsion from NAIT. Northern Alberta Institute of Technology 21

22 In the case of apprentices penalties will be imposed in consultation with the Executive Director, Apprentice and Trade Certification Division. Criminal behavior prior to registration or outside the environs of NAIT and not involving any student or employee at NAIT will normally be treated as the responsibility of the civil authorities. NAIT reserves the right to take action where, in the view of the Vice President, Academic and Student Services, the conduct of the student is prejudicial to the safety of the NAIT community and its operations or reputation or so prejudicial to the student's progress that it constitutes unacceptable student conduct. This includes any instance of alleged criminal or disruptive behavior on NAIT campuses or practicum sites. In such event, the student may be subject to reprimand, suspension, or termination/expulsion. 4.6 ATTENDANCE Instruction at NAIT is intensive and involves training in specific skills and techniques that the graduate will need in business and industry. The student s success will be enhanced by regular attendance. Each program prescribes specific attendance requirements. Students receiving training allowances or other forms of financial assistance are expected to be aware of and comply with the conditions of their sponsorship, which generally require regular attendance. The student is responsible for providing attendance requirements directly to the sponsoring agency to ensure continued financial assistance. Attendance is mandatory for apprentices. A cumulative total of three days of unauthorized absences may result in termination of training and training allowances. 4.7 CLASS INTERRUPTION NAIT shall make reasonable efforts to ensure that its classes and courses proceed on a regular basis and without interruption. Program Leaders or designates reserve the right to cancel or change the timetable for their classes and will take reasonable steps to provide notice of any cancellation or change. NAIT will not be responsible for any cancellation or change nor be responsible for the interruption or termination of any class or course that occurs despite NAIT s efforts, or for failure to give notice of the interruption or termination. Northern Alberta Institute of Technology 22