Guidelines for Note Takers

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1 Services for Students with Disabilities Guidelines for Note Takers August, 2009 (Revised)

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 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. 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 textbooks or e-text for their courses from the alternate format coordinator. Arrangements for text will be handled by the alternate format coordinator. 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. 5

6 Note Taker Responsibilities For computer assisted note taking: Arrive at least 10 minutes before 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. 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. 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. 8

9 Hiring 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. 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. 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. 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. 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. 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.) 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. 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. 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: 16

17 Appendix D: Record of Hours for Note Taking Name of Note Taker: Pay Period: From: To: Date Student Name & ID Number Course Code Start Time Stop Time Total Time Daily 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. 17

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