Through a hired, peer note taker, ODS provides a supplementary copy of the notes from each class to students of ODS who have this official accommodation.  Self-determination and self-advocacy are crucial skills utilized by the student during this process.

Meeting with the Accommodations Coordinator Each Semester:

Students granted the accommodation of note taking assistance must meet with the Accommodations Coordinator for an initial intake and again each semester - preferably before each semester begins - to facilitate this accommodation.  The responsibility of scheduling the meetings to coordinate this service falls to the student, not to ODS.  As with any accommodation, students can always opt not to use note taking assistance for a semester or indefinitely.  In such cases, meeting with the Accommodation Coordinator is not necessary.

Providing a Course Schedule using the Note Taker Request Form:            

At the meeting, the student will provide the Accommodations Coordinator with a completed Note Taker Request Form.  This form, once filled out, includes a listing of the courses in which a student wishes to have note taking assistance, as well as such critical information as the course name, course number and section, and the instructor’s name.  This information is readily available to students, for example by simply printing out their course schedule online.  Students may choose to receive a supplementary copy of the notes for every class or only for select classes; therefore the student must make clear the courses for which they would like notes.

Individualized, Note Taking Assistance Letters to Instructors are Generated by ODS:

Once the Accommodations Coordinator has met with the student and received the Note Taker Request Form, the Coordinator will draft a personalized letter to each applicable instructor explaining that the student has the accommodation of note taking assistance.  The letter gives the instructor clear instructions about soliciting a note taker from the class; it also lists the Accommodation Coordinator’s contact information.  In addition, the letter details the need for confidentiality of the student receiving note taking assistance.  The student is responsible for picking up these letters from the front desk of ODS to notify their instructors.

Students Notify their Instructors using the Note Taking Assistance Letters:

Students notify their instructors of the note taking assistance accommodation by hand-delivering the ODS note taker letter.  Making verbal requests alone (without using the official letter) is not appropriate and tends to lead to confusion.  Bringing the note taker letters to the instructors during the instructor’s office hours or by appointment is the best policy.

The Instructor’s Options for Providing Note Taking Assistance:

Once instructors are notified by the ODS note taking assistance letter, they have three options as to how to proceed:

• make an announcement to the class requesting a peer note taker;

• refer a trusted student directly to ODS;
• provide the student with a copy of his/her own notes for the class.

If the instructor refers a student directly, the instructor cannot be held responsible for the quality of the notes obtained. If the instructor provides his/her own notes (either directly to the student or to all students on-line, via Blackboard, for example), then this satisfies the note taker accommodation and no further work is needed on the part of the student (other than receiving the notes from the instructor) or of ODS.  Please note that the use of instructors notes cannot be mandated by ODS as an accommodation or otherwise. 

Emailing all Members of the Class:

The student receiving note taking assistance is responsible for keeping the Accommodations Coordinator informed in a timely way regarding their progress and needs, including whether or not the instructor has made an announcement in-class.  If the instructor makes the announcement, and no potential note takers have come forward after a reasonable amount of time (e.g. 3 class periods), the Accommodations Coordinator will email all members of the course in question.  The Accommodations Coordinator may also contact the instructor directly to assist in the acquisition of a note taker or the notes themselves.

Interviewing the Note Taker:

Once a potential note taker comes forward, they schedule an interview with the Accommodations Coordinator.  Their notes are assessed for organization, legibility, etc.  If the quality of the notes is deemed good, the note taker is hired and their duties are outlined.  The note takers are also responsible for passing a 90-minute note taker training course.  To maintain confidentiality, ODS does not release to the note taker the name or any other identifying information of the student needing the notes.

The Delivery and Receipt of Notes:

When the note taker is hired, the Accommodations Coordinator contacts the student in need of the supplementary notes and gives instructions.  Generally, the notes are dropped off and picked up at the front desk of ODS (a central location) so as to further maintain the confidentiality of the student with a disability.  Notes must be dropped off to ODS on or before the first business day after the class meeting.

The student needing supplementary notes has the responsibility to pick up the notes in a timely manner.  This serves two purposes:

• The student can keep up with class notes with similar frequency as any other student in the class.
• The student can verify the quality of notes and the frequency of drop-off and alert ODS to problems in a timely and efficient manner.

*Students who fail to pick up their supplementary class notes in a timely manner risk the discontinuation of the note taking accommodation.

Class Absences:

The student receiving notes must attend all classes as the notes are a supplement, not a substitute, for the student's own notes (except in the case of hearing impairment or a mobility impairment affecting writing).  A student is not eligible to receive notes in classes missed.  The note taker accommodation may be suspended in the event of excessive, non-disability-related class absences.

Problems with the Notes:

Despite ODS’s interview and training of the peer note takers, unfortunately there are times when a student may find the frequency or quality of the supplementary notes unsatisfactory.  In all cases, it is the student’s responsibility to contact ODS in a timely way if there are problems with any accommodation.  If the problem lies with the frequency or timing of drop-off, the Accommodations Coordinator will contact the note taker by phone and/or email and make an inquiry.  If the problem is with quality, ODS can verify the legibility and good organization or notes, but cannot verify the quality of content.  ODS will contact the instructor upon any complaints of note quality.  If ODS or the instructor verify that the quality of the notes is inadequate, the Accommodations Coordinator will first contact the note taker by phone and/or email and make an inquiry.  If verified problems with notes do not improve, the student must alert ODS. The Accommodations Coordinator will then contact the instructor and begin a search for a new note taker.  The student should be aware that the search for a note taker can be lengthy regardless of when in the semester it is performed.  ODS, therefore, will not release the previous note taker from their duties until a new note taker is hired.