Policies & Procedures

Student Responsibilities

1. Register with Disability Services (DS) by following the appropriate procedures.
2. Provide DS with appropriate documentation validating the request for materials in alternative formats.
3. Request your accommodation letter within the AIM database and specifically state which alternative format is needed for each individual course.
4. Complete and submit the Reading Materials Form located within the AIM database under Alternative Formats. This form must be submitted for each text need. If you are requesting a textbook, it is vital that you include the title, ISBN, publisher, author, and edition. Students can find this information from the Texas State University Bookstore or on the course syllabus.
5. Since the time it takes to find or convert a document will depend on a variety of factors, requests for textbooks and/or course materials in alternative formats should be made as soon as possible. Failure to notify DS within a timely manner may mean that DS is unable to arrange the services with the time provided, but will not:
   a. Prevent the student from making the request, or
   b. Prevent DS making its best effort to provide the service in a timely manner.
   *Please Note: DS can provide alternative formats in either electronic texts or Braille. Because many materials are available in digital formats, the time frame for DS to find and provide the requested electronic text may vary depending on the publisher. Braille materials will take even more time due to the complexity and size of the original text. Therefore, it is essential for students to submit their requests as soon as possible to allow DS to obtain and/or convert the requested texts.
6. Purchase or rent a copy of each textbook or course packet for which an alternative format is requested. Provide DS with a copy of the receipt to validate proof of purchase. (This action is a copyright requirement. Alternative formats cannot be provided to a student who has not purchased the text).
7. Provide DS with any supplemental assigned readings provided by your instructor. Ensure the professors are aware that the quality of original materials is essential to successful document conversions. Inform them that if they have questions, they can contact DS.
8. If DS is not able to find the textbook in an alternative format, then you may provide the office with a copy of the textbook you need so DS can convert it.
   a. DS will unbind the book and convert it into an electronic format.
   b. DS will not be responsible for re-binding the book.
   c. DS cannot unbind a rented textbook and convert it.
   d. Provide DS with a copy of the course syllabus for each course in which document conversions are requested so DS can ensure it is providing you with the converted material in the order it is needed.
   e. *Please Note: If DS is unable to find the textbook, and you do not wish for the textbook to be converted, then DS will consider the requested to be cancelled.
9. Notify DS immediately if there are any changes in the status of a request, class schedules, course requirements, alternative format needs, if some or all the readings for a course are no longer needed, or if the course is dropped.
10. Most electronic texts will be provided via email links through the File Transfer system. If the material provided is a Bookshare product, DS will send an email with information about how to access the assigned materials via the DS Bookshare site. For those who need to obtain physical materials (i.e., Braille or large print), please come to DS to retrieve those materials.
11. Inform DS if there are any problems with the alternative formats.

DS Responsibilities

1. Verify that a student who requests alternative formats is registered with DS and eligible to receive this accommodation.
2. Train students to fill out the Reading Materials Form when necessary.
3. Verify proof of purchase of any texts when necessary.
4. Acquire or create an alternative format of the text(s) requested in a timely manner. Every effort will be made to find textbooks that are already available in accessible formats. DS reserves the right to provide students with other types of alternative formats as necessary to provide access.
5. Contact the student to inform them that the alternative format is available and how they should acquire it.
6. Assist with problem resolution if the student experiences difficulties in accessing or using the format provided.
7. Collect any Braille or large print materials on loan to the student by the last day of finals in the semester.

Copyright Notice

Copyrighted materials provided or reproduced in an accessible format by DS for a student with a disability may not be copied, shared, distributed, or sold, except in accordance with the provisions of the copyright laws.

Agreement

I hereby certify that I have received, read, and agree to abide by the Alternative Format Policy and Procedure.

I agree that I will not copy or reproduce alternative format materials nor allow anyone else to do so pursuant to the requirements of the Copyright Revision Act of 1976 as amended (17 U.S.C. § 101 et seq.) and the Texas State University Student Handbook Computer Software Use Policy. Failure to adhere to this policy may result in violations of federal or state law and university policy.

I understand that this agreement will remain in effect as long as I am a student at Texas State University.

Student Responsibilities

In accordance with Subpart E of Section 504 of the Rehabilitation Act of 1973, a student with a qualifying disability which adversely affects their ability to take or read notes may be permitted to audio-record class lectures or take pictures of the board or projection as a form of reasonable academic accommodation. Use of these accommodations are subject to the following conditions:

• The student must notify the professor of the course of their intent to use the accommodation(s) prior to recording or taking pictures of any material.
• Recordings and pictures of class lectures are only for the student’s personal use in study and preparation related to the class.
• The student must comply with professors’ requests to stop recording or capturing pictures during discussions, demonstrations, guest speakers, or other situations of a sensitive nature that do not contain information affecting course competencies or grades.
• The student may not share these recordings or pictures with any other person without the written consent of the professor.
• Information contained in the recorded or photographed lectures is protected under federal copyright laws and may not be published or quoted without the expressed consent of the professor and without giving proper identity and credit to speakers.
• The student may not use the recorded lectures or pictures in any way against the faculty member, other instructors, or students whose classroom comments are recorded or photographed as part of the class activity.
• The student is encouraged to delete all recorded class lectures and pictures once they are no longer needed for academic purposes or the course is completed.
• Students who wish to keep recordings or pictures beyond the end of the course for future review must obtain written permission from the professor.

Agreement

I hereby certify that I have received, read, and agree to abide by the Captured Lecture Material Policy.

I agree to respect the privacy and protect the integrity of the content I obtain in lectures.

I understand that a violation of this agreement may subject me to discipline under the Code of Student Conduct or subject me to liability under copyright laws.

I understand that this agreement will remain in effect as long as I am a student at Texas State University.

General Information

Disability Services (DS) at Texas State University has adopted this procedure to provide a resolution of complaints to students who have a concern regarding disability status, accommodations or lack thereof, designation of disability status, any other issue pertaining to disability services, or students who believe they have been subject to discrimination. If a student believes that such an incident has happened to them, then they have the right to initiate the procedure outlined below.

1. Information Dispute Resolution

Texas State University strives to resolve differences through informal resolution procedures whenever possible. It is the intent of the University that issues concerning students with disabilities first be expeditiously resolved directly between the student and department or service provider. Use of this informal dispute resolution process is not a prerequisite to the pursuit of other remedies but is strongly encouraged as the first course of action.

If a student believes that a faculty or staff member outside of DS has not provided equal access because of their disability or was not provided their accommodations they need, then the student should submit the Student Concern Form to DS. DS will discuss the situation with the student and, if necessary, the employee to find a resolution.

1.01    If a student disagrees with the accommodations that were determined by a DS staff member, they can appeal to the DS Director.
1.02    DS will contact the complainant within two (2) business days of receiving the complaint. Should a student not respond to DS within ten (10) business days of initially raising their concern, the case will be automatically closed. The student may resubmit the dispute, and the timeframes will restart.
1.03    DS will attempt to resolve all informal disputes within ten (10) business days of receiving the initial complaint.
1.04    If the dispute cannot be resolved through the steps listed above, then the complainant will be reviewed by the ADA Coordinator within Institutional Compliance and Ethics prior to rendering a final decision.

2. Formal Grievance Procedure

Most situations are resolved through the informal dispute resolution procedure. However, if the complainant feels no informal process results in a satisfactory outcome, then they should file a formal grievance as outlined in UPPS 04.04.46 – Prohibition of Discrimination. A student can initiate the formal grievance process at any point throughout this process. Should a complainant choose to initiate the formal grievance procedure, then the informal dispute resolution procedures cease.

Accommodations during the Process

DS will provide a complainant with necessary accommodations to participate in an informal or formal complaint. Accommodations may include, but are not limited to, sign language interpreting services or information in alternative formats.

A student may be permitted to have an “advisor.” The role of the advisor is only to advise the student and explain information about the process to the student. The advisor may not have a direct role in the process itself. Should an advisor be requested, then, in accordance with FERPA, the student will need to sign a release form allowing the University to disclose the student’s educational records with the advisor.

Confidentiality

The University will request information about an individual's disability only as it is necessary for the university representative to determine the manner in which the disability may be reasonably accommodated.

Retaliation

As indicated in UPPS No. 04.04.46, Texas State University prohibits retaliation against a person who, in good faith, files a discrimination complaint, assists, or participates in the investigation of a report of discrimination, or opposes discrimination.

Attendance is recognized as an important component to the learning process in higher education.  Some faculty have established strictly enforced policies regarding the number of absences that will be allowed before a student faces sanctions.  For some students with disabilities have medical-related conditions of an episodic nature or other established reasons that their disability may make it difficult for them to fulfill the typical attendance requirements.  Disability Services (DS) has established the following procedure for considering/granting leniency in such classroom attendance policies.

1. Students with disabilities must request consideration of this accommodation from DS at the beginning of the semester in which the accommodation is requested.  The determination of the curricular impact and appropriateness of such request will be considered for each class individually.  Requests submitted into the semester will only take into account attendance requirements going forward and will not affect absences that may have already occurred.
2. Documentation must be provided that indicates both why the student may need to miss classes and to what extent. While it is understood that the student cannot always predict accurately the number or percent of absences anticipated, the student is asked to provide some indication of the scope of the request.
3. DS will evaluate the request and the documentation provided to determine whether the student has provided justifiable disability-based reasons for requesting consideration in attendance requirements. Documentation will be held in DS and will be considered confidential.  If it is determined that the reasons provided do not constitute a need for accommodation in this regard, the student will be notified of this decision.
4. If it is determined that the request is justified by the impact of the student’s disability, then faculty from each class in which the student is enrolled for that semester will be contacted by DS to request information on any established attendance policies for the class and the importance of attendance/participation to the curricular integrity and learning process. Class attendance for traditionally offered classes is considered a significant aspect of participatory learning. All requests for leniency in attendance requirements will be evaluated carefully, with due consideration given to the following information to be offered by faculty: (a) What does the course description and syllabus say about attendance?  (b) Is there classroom interaction between the instructor and students, and among students? (c) Do student contributions and participation in class constitute a significant component of the learning process (e.g., discussion, presentations, role play, group work)? (d) To what degree does a student’s failure to attend class compromise the educational experience of other students in the class? (e) Does the fundamental nature of the course rely on student participation as an essential method for learning? (f) What is the method by which the final course grade is calculated? (g) What are the classroom practices and policies regarding attendance?
5. If it is determined that it is not possible to consider leniency regarding attendance policies for a given course, the student will be so informed and will be given the opportunity to discuss other accommodation options.
6. If the accommodation is deemed appropriate, both the student and the faculty member will be provided with a letter explaining both the established boundaries of the accommodation and the responsibilities of both faculty and student in carrying out this accommodation. (a) Students are responsible for contacting the faculty member as soon as possible when a disability-related absence will occur/has occurred and, as necessary, informing the faculty member as to when the student will return to class. If the student is unable to reach the faculty member directly, the student or someone acting on his/her behalf may contact DS and the information will be relayed to the faculty member. (b) This accommodation potentially provides relief from requirements for physical attendance in classes. The student is responsible for any material covered or work done during such disability-necessitated absences; NEITHER extension of deadlines for assignments due, NOR arrangements for making up tests and exams missed during such absence are to be assumed in this assigned accommodation. These issues must be negotiated individually with faculty as need arises.
7. If, at any time, the faculty member believes that the student's absences from class threaten the academic integrity of the curriculum or the accomplishment of learning objectives, the faculty member should contact DS as soon as possible. After consulting with the faculty member, DS staff will contact the student to review available options.

The Role of Interpreters & Captionists

It is important to remember that the role of the interpreters or captionists is to facilitate communication between you and other individuals. The interpreters or captionists are not meant to be active participants in the classroom, and will not serve as a note taker, tutor, counselor or advisor. The interpreters contracted through Texas State vendors hold state or national certification.

Student Responsibilities

1. Register with the Disability Services (DS) by following the appropriate procedures.
2. Provide DS with appropriate documentation validating the request for interpreting and/or real-time captioning services.
3. After approval, the student must attend an initial intake meeting with the interpreter coordinator to review services and discuss accommodations.
4. Register for classes at the earliest possible date.
5. Request interpreting/captioning services for academic classes (first day of class to last day of class) by emailing the Deaf and Hard of Hearing Services Coordinator at df1047@txstate.edu.
6. Immediately notify the Deaf and Hard of Hearing Services Coordinator by sending an email to df1047@txstate.edu if: (a) there is a change to the class schedule or class location; (b) services are not needed for a course; (c) a class is cancelled for that day; or (d) you will be absent from or late to class. NOTE: Notifying the individual interpreter or captionist does not constitute notifying DS.
7. Students are encouraged to advocate for themselves with professors and University offices. This includes introducing themselves to their professors and the interpreters or captionists on the first day of class.
8. Special Requests: Students can request services for events outside of the classroom (e.g., meetings with professors or advisors, tutoring services, student organization meetings, etc.).  Submit the Interpreting/Captioning Request Form at least 72 business hours prior to the start event. Failure to notify DS within this timeframe may mean that DS is unable to arrange the services with the time provided, but will not: (a) preclude the student from making the request, or (b) prevent DS from making its best effort to provide the service in the time provided.
9. Final Exams: To request interpreting or real-time captioning services for a final exam, submit the Interpreting/Captioning Request Form. It is recommended to make this request at least two weeks prior to the final. Services will not be provided for final exams unless requested.
10. Late Arrivals: In the event that the student does not arrive on time, the interpreters or captionists will wait for 15 minutes for the student to arrive. Students are encouraged to exchange contact information with their interpreter or captionist and communicate with them if the student knows they will arrive late to class.
11. Cancellations: If you know that you will not be attending a class or scheduled meeting, email the Deaf and Hard of Hearing Services Coordinator at least 24 hours in advance so that DS can cancel or reschedule interpreting and/or captioning services.
12. No Shows: DS understands that situations can arise at the last minute that may prevent a student from attending a class and recognizes that it is the right of any student to miss class. However, DS needs prior notification so interpreting and/or captioning services are used effectively. Services may be suspended or cancelled for students who consistently miss class without informing DS of their absences. In such instances, students will be asked to meet with the Deaf and Hard of Hearing Services Coordinator to review the procedure and discuss their situation before services are reinstated.
13. Students should communicate directly with their interpreters or captionists telling them what is liked and/or disliked regarding their service provider’s interpreting or captioning style. Discuss any problems or concerns related to the interpreting and/or captioning services with DS and/or the interpreter or captionist for the class.  Students should notify the Deaf and Hard of Hearing Services Coordinator immediately if they have questions or there is a problem with any service provided.  This includes late arrivals, unprofessional behavior or dress, breach of confidentiality, etc.

DS Responsibilities

1. Verify that a student who requests interpreting or real-time captioning services is registered with DS and eligible to receive this accommodation.
2. Provide the student with a copy of the Interpreting and Real-Time Captioning Services Procedure.
3. Arrange the requested interpreting and/or captioning services.
4. Should a student request a change to their accommodations, DS will have one week from the date of written notification to provide services for the changes.
5. Assist with problem resolution if the student experiences difficulties with the services.
6. Ensure that the interpreters adhere to the code of ethics set forth by the Registry of Interpreters for the Deaf, Inc. (RID).
7. For each class in which interpreting or captioning services are needed, the DS will provide the faculty teaching that course with information regarding best practices for effective communication with deaf and hard of hearing students.

Agreement

I hereby certify that I have received, read, and agree to abide by the Interpreting and Real-Time Captioning Procedure. I understand that this agreement will remain in effect as long as I am a student at Texas State University.