UNDERSTANDING - The Handbook
The Office of Disability Services provides customized academic support services for students with documented disabilities that could include physical, sensory, psychological or learning disabilities. These services include notetaking assistance, test proctoring, acquiring accessible text books, arranging sign language interpreters for deaf/hard of hearing students, and other individualized academic services as needed. All services are provided free of charge to eligible students.
The purpose of this document is to describe the policies and procedures that guide the provision of services to students with disabilities by the Disability Services office and staff. UWGB and Disability Services Office strongly support the principle that all qualified individuals have the right to equal access to the University. Students with disabilities shall be guaranteed access to services, which are necessary to accommodate their disability and assist them in achieving their full potential as students.
It is our belief, however, that the student must also assume some responsibility in this relationship. First, the accommodations, services and adjustments requested by students with disabilities must be reasonable and necessary. Second, the request for services must be made well in advance of the need. Most services require at least three days advance notice. Some services require several weeks lead time, as in the case of accessible text books or interpreters for the deaf/hard of hearing. The quality of the services provided by the Disability Services Office is greatly enhanced when ample time is provided to arrange these services.
It is the goal of the Disability Services Office and staff to accommodate each student with a disability in as complete and comprehensive a way as possible in order to assure that his/her academic needs are met. The Coordinator of Disability Services, working in close cooperation with the student him/herself, can help assure that this goal is realized.
Need Assessment / Provision of Documentation
Each student requesting academic support services through the Disability Services (DS) Office must meet with the Coordinator (C) prior to the provision of any services. The purpose of this meeting is to share information about the nature of the disability, the requested accommodations, and the Disability Services’ policies regarding documentation and provision of services.
The federal regulations require that the Disability Services Office have on file documentation of disability and eligibility for services before any services are provided. Typical documentation should be by a qualified individual in the field of your disability (physician, psychologist or psychiatrist). Specific documentation guidelines are identified on the DS website at http://www.uwgb.edu/ds/learning/get_help/index.asp .
At the conclusion of the intake assessment meeting and upon provision of the required documentation, the CDS will completed Disability Services Needs Assessment Form and accommodations will be identified on the Needs Assessment Form to what accommodations are granted. The student will be responsible to initiate the accommodative services by having the Accommodation Request form completed.
- Students requesting academic support services must meet with the CDS prior to the provision of services.
- Students requesting academic support services must provide documentation of disability prior to the provision of services.
- Each student requesting services contacts the CDS for an intake assessment.
- Students must provide documentation of disability, and other documentation as required.
- At the intake assessment meeting, Disability Services’ policies and procedures for service provision will be reviewed with the student along with completing the Needs Assessment Form.
- Once documentation is reviewed and request was made, determination of accommodation(s) will be identified at the bottom of the Needs Assessment Form.
- Updated documentation may be requested to determine if accommodations continues to be needed.
Disability Services (DS) Office has paid notetakers to provide class notes for students who, because of their disability, are unable to take class notes themselves. Announcements are made for the paid note taker position. The DS Office hires and monitors the notetakers. The notetakers are to upload their notes to the GB Share at least twice a week. The student requiring the notes will be given unlimited access to their notes for each class on the GB Share.
- Students are responsible for contacting the Coordinator of Disability Services (CDS) each semester to identify which classes a notetaker will be needed.
- Only one set of class notes per class for each student with a disability will be provided.
- Notes will not be typed for students except by special arrangement with the CDS.
- Student needs to be registered with the Disability Services Office.
- Student meets with the CDS each semester after they have attended class and received a class syllabus. CDS fills out accommodation form for student to give to each of their instructors.
- Student hand delivers the accommodations form to each instructor.
- The course instructor announces notetaking position in each class.
- The DS staff meets with notetaker to give instructions and hires the notetaker. The note taker is to upload notes to GB Share at least twice a week.
- Student needing the notes will be given access to the uploaded notes for each class on the GB Share.
- It is the student’s responsibility to let the DS staff know if the notes are not provided on a weekly basis.
The paid note taker will be warned and if needed another note taker will be found.
- Students are encouraged to use tape recorders and/or smart pens whenever possible to supplement the class notes.
- Please let the office know as soon as possible if you drop a class or do not need notes for a particular class.
Note: Faculty can provide access to their notes in lieu of hiring a notetaker.
Test Taking Assistance
Disability Services Office provides both test proctoring and test-taking assistance to students with
disabilities. Extended time testing can be arranged with advance notice and when it is justified by
circumstances of the test and/or disability. Every effort will be made to ensure that adequate time is
provided to complete a test. Testing methods and policies are established by each individual instructor,
in consultation with the student and the CDS or AMDS. All alternative testing arrangements must be made
through the Disability Services Office at least 72 hours in advance of the test.
- In order to honor the integrity of the test-taking process, it is the policy of the Disability Services Office to insist on
as much independence on the part of the student as possible. The test-taking assistance provided by the DS office and staff will
be restricted to the minimum that is necessary to accommodate the disability and allow a student with a disability to complete
the test in a manner that is fair and equitable.
- Requests for test proctoring or test taking assistance must be provided 72 hours (3 working days) in advance of the
- The student is to register with the DS Office.
- The student meets with the CDS or AMDS after attending class to discuss testing arrangements and obtains accommodation
- The student informs the DS Office of an upcoming test, at least 72 hours in advance. The DS staff makes arrangements
to pick up exams and return exams to instructors directly. The student will have access to the test only during the time that
it is being administered or proctored.
- Students with disabilities are expected to take tests on the same day that the test is given to the class. Whenever
possible, tests are administered by DS staff during the same class hour that the test is being taken by the class.
The allotted time is usually time and a half, but may vary depending on the course, the instructor, the nature of the
test (i.e., objective or essay), and the nature of the disability.
- Testing is typically completed in a single session. When necessary, a test is divided into two sections and completed
in two sessions. Under no circumstances will a student be allowed to complete a test or section of a test that they have
already seen in a second session. Tests must be scheduled so that they can be completed by 4:30 p.m.
- The DS Staff proctors the exams. The directions of the course instructor with respect to time limits and use of
auxiliary materials (books, notes, calculators, etc.) are followed exactly.
- Student scribes or office assistants are scheduled to read and/or write tests for students with disabilities if this
assistance is deemed necessary and appropriate. The proctors/assistants are not allowed to provide any content assistance
or test interpretation assistance whatsoever.
- It is the student's responsibility to thoroughly review the test for possible errors or omissions before it is submitted
to the instructor. The DS staff assumes no responsibility for penalties incurred by students who fail to check over a
completed test before it is returned to the instructor for grading.
- In the event of a problem with testing accommodations that cannot be informally resolved among the student, the instructor
and the CDS, the student will follow the procedures as stated in the UWGB Policies and Procedures for academic grievances.
Strict standards of academic conduct will be enforced when students are taking exams in the Disability Services Office.
Students will be monitored by DS staff, who may enter the room at any time.
Students believed to be engaging in academic misconduct will be required to immediately turn over their exam materials, and
any other materials (papers, notes, books, etc.) they have with them, to the DS staff. Everything will then be turned over
to the instructor of the class. Disciplinary procedures will be handled through academic channels, not by the DS office.
The DS office will not advocate on behalf of a student allegedly engaged in academic misconduct.
Documentation Conversion / Books on Tape or CD
The Document Conversion Service (DCS) is provided by the Disability Services Office and is responsible for
providing course materials in alternative formats to UW-Green Bay students with documented disabilities.
Students who are registered with DS Office may be eligible to receive all or part of their course materials
in an alternative format.
It is the policy of the DS Office to provide alternative media of course materials to qualified students in
such a manner that the documents converted serve as an effective accommodation ensuring students have equal
access to the educational materials.
When students use multiple formats (e.g., digital CD, Kurzweil, audio cassette), the format most readily
available will be provided. Additionally, the DS Office will not convert already existing texts readily
available in an accessible format to another format. For example, print material available on digital CD will
not be converted to electronic text. In order to fully participate in the document conversion service, students
are expected to familiarize themselves with all conversion options (audio cassette, digital CD, E-Text, etc.)
and use the technology made available on campus, via loan through the DS Office, or through personal purchase.
Additionally, texts available directly from the publisher or materials posted on the World Wide Web are to be
independently obtained by the student.
- Materials submitted at least eight (8) weeks prior to the start of class, and accompanied by a syllabus, will be converted
to alternative formats and available prior to the syllabus due date. Any materials arriving after the eight-week deadline will
be processed and made available as soon as possible. Converting highly technical material into Braille or tactile graphics will
typically require more time.
- The CDS will work with the Phoenix Bookstore, faculty, RFB&D and publishers to obtain the alternative media.
- Because textbooks are copyrighted material, copyright law requires a student to own a physical copy of the textbook being
requested in alternative format and that accessible formats cannot be duplicated or shared.
- Students are responsible for picking up the materials at the DS Office, unless otherwise specified. Failure to pick up
materials can warrant in a hold on future documentation conversion services until meeting with the CDS.
- The CDS first determines that text conversion services are warranted.
- The student and CDS review the Document Conversion Policies and Procedures and the CDS determines which alternate formats
the student will use.
- The CDS facilitates the training and provision of the converted materials when requested by student.
Sign Language Interpreting
Disability Services (DS) Office provides Sign Language interpreter services to qualified students by hiring,
scheduling, and coordinating qualified sign language interpreters to interpret for all scheduled classes and
academically related events (ie: field trips, meetings with professors, exams, etc.); and serves as a resource
for other campus organizations and groups regarding Sign Language interpreter services.
- DS will serve as a resource to the campus regarding providing interpreter services.
- DS will provide a list of potential interpreters, upon request, to campus organizations needing to provide interpreter
- If a student needs an interpreter for any extra-curricular activities, the student will contact the appropriate personnel
in the organization sponsoring the activity as soon as possible, but at least 72 hours in advance, to request interpreter
- Students who miss a class three times, without properly notifying the interpreter or DS, will have their interpreter
services suspended; and will be required to meet with the CDS to have their interpreter services reinstated.
- When a student knows that he/she will be enrolling at UWGB, the student must contact DS, as soon as possible, to make an
appointment to meet with the CDS to discuss the student’s needs for interpreter services, and other potential accommodations.
(DS appreciates as much advanced notice as possible regarding requested interpreter services to aid them in hiring/scheduling
- The student should bring a copy of his/her most recent audiological evaluation and a copy of his/her most recent IEP and
M-Team records (if available) with them when he/she meets with the CDS.
- The CDS will establish plans for provision of interpreter services, and other accommodations, as appropriate.
- The student must provide a copy of their class schedule each semester upon registration.
- The student must immediately notify CDS of any schedule changes.
- If the student needs extra class-related interpreting services (ie: field trips, exams, visiting lecturer presentations,
etc.) the student must notify DS of their interpreting need at least 72 hours (three working days) before the event.
- The student will contact DS as soon they know of any class schedule changes (ie: class is cancelled, student will not be
attending class, etc.).
- If the student does not come to a scheduled class, the interpreter will wait for 20 minutes and then leave.
- If the interpreter does not show up for a class, the student will wait for 20 minutes and then decide whether to stay in
the class, without an interpreter, or to leave the class.
- The student will contact DS Services with requests for extra class-related interpreting needs (ie: field trips, exams,
visiting lecturer presentations, etc.) at least 72 hours (three working days) before an interpreter is needed.
Captioned video/media is accommodation that may be provided to students who have a documented need for this service in order to have full access to information presented in classes and at university-sponsored co-curricular presentations and events. The provision of the service is a shared responsibility between the student, who must make their needs known, the faculty/staff member displaying the content, who must review media and request captioning as needed, and the university media/technical staff, who can facilitate the actual video/media captioning.
UW-Green Bay students who request captioned video/media must be registered with the
Disability Services Office, where a determination is made that the accommodation is appropriate and needed. The Disability Services Office will work with faculty and technical staff to assure, within reason, that the media shown in the classroom will be captioned. Sufficient advance notice must be given to assure timely provision of this service.
1. Register with the Disability Services Office and complete an intake assessment.
2. Provide a copy of the semester class schedule at least six (6) weeks prior to the start of the semester.
3. Provide timely requests as far in advance as possible for other events where captioning may be required.
Disability Services Responsibility
1. Notify faculty of the need for captioning videos/media in their course.
2. Notify Media Services Office ensure the classrooms are equipped to display the captioning from the videos.
1. Review the video content displayed in their course to determine if the video material (VHS, DVD, Blu-ray) are captioned. Video content taken from the internet (YouTube, for example) is not always captioned and the insertion of captions may not be possible.
2. If the media is not captioned, faculty must provide the material(s) that need to be captioned two weeks in advance to Learning Technology Center (LTC). The LTC will work with an approved vendor to make the material accessible.
MEDIA TRANSCRIPTION AND CAPTIONING SERVICES:
All University of Wisconsin System and Wisconsin Technical College Systems entities are able to receive the discounted prices for Media Transcription and Captioning Services through these approved vendors:
1. Automatic Sync Technologies
2. 3Play Media
3. Side by side comparison of several features by both UW Contract Vendors for media transcription and captioning services.
1. How do I turn on captions and audio description in my media player?
2. University of Wisconsin-Madison – Captioning Best Practices
3. Accessibility for Video and Podcasts - http://www.doit.wisc.edu/accessibility/video/
4. Do it yourself Captioning tools
5. World Caption Tool – Brian Deith, UW-Madison, LSS, has developed World Caption Tool. This tool makes captioning relatively easy, and there is no cost to download. World Caption Tool is for Quicktime compatible (Mac platform only) – See brief demo http://www.doit.wisc.edu/accessibility/video/WorldCaption/
6. MAGpie (Media Access Generator), developed by http://ncam.wgbh.org/index.html is free captioning software that facilitates the creation of timed-text caption files and developers can choose to incorporate the captions into QuickTime, Read or Windows Media.
For this purpose of this policy, the following terms are defined:
MEDIA includes VHS video, DVD, digitally streamed video and audio files in web-based environments and any other format that includes an audiovisual component.
CAPTIONED MEDIA displays the audio content of the program as text. Captions not only display spoken dialogue or narration but also include speaker identification and sound effects. It is important that captions are synchronized and equivalent in content to that of the audio.
Captioned media is produced in a variety of ways:
Closed captioned media provide the option of having the captions appear on the screen through a decoder, which is built into the television.
Open captioned media does not require a decoder, as the captioning is permanently part of the picture and cannot be turned off.
English subtitles are included on many DVDs and may be turned on using the remote control to access the subtitle list.
Subtitles for the deaf and hard of hearing (SDH) are subtitles that also contain non-verbal cues. SDH subtitles tend to be used on video formats that do not support closed captioning, such as Blu-Ray discus.
Closed captions are usually the preferred method for making videos accessible
The DS office provides student assistants to accompany and assist students with disabilities in the Cofrin
Library. The types of assistance typically provided include help locating, reaching and transporting books
and documents, assistance using the computerized card catalog, photocopier, microfiche and microfilm machines,
and help reading small print reference books. Three days notice is requested to schedule a student assistant
for library assistance.
- It is the policy of the DS office to limit library assistance to that which is necessary to accommodate physical or sensory
needs or limitations.
- DS staff or student assistants are not allowed to do library research for students. It is the responsibility of the
student to identify topics and reference sources, review and select documents, articles, and books, and check out or photocopy
- DS will only pay for photocopying of library or reserve materials in those selected instances when the nature of the
disability demands it.
- Student registers with the DS Office.
- Students requesting library assistance meet with the CDS or AMDS to discuss needs and arrange an appointment with a student
assistant. Three days advance notice is typically needed to schedule the student assistant.
- The student assistant accompanies the student with a disability to the library and provides appropriate assistance.
- The library reserves are frequently used by instructors and professors to provide student access to course-specific
materials or readings. The materials are intended to be read in either the library, or photocopied at the student's expense
for use outside the library. The student is expected to bear the cost of photocopying of library reserve materials that is
done out of convenience rather than necessity.
In addition to the listed services, Disability Services Office provides other forms of personalized assistance
as needed or requested. The services are determined by individual need to ensure students have equal access to
Some of the other services provided by DS Office include:
- Advising - DS Office Staff provides disability-related counseling and advising. Specific questions about academic and
degree requirements should be directed to academic advisors.
- Advocacy/Liason - Advocacy and liason services are available to registered students who are experiencing difficulties
obtaining appropriate accommodations with University faculty and staff. Information and referrals to other community agency
can also be provided when requested.
- Assistive Listening Devises - Personal FM systems are available for short and long term use. To obtain assistive listening
devises, a student will need to contact the Disability Services Office as early in advance to ensure availability.
- Laboratory Assistance - Students who anticipate needing accommodations for laboratory assistance should discuss their
concerns with the CDS. Students should make the request early to allow sufficient time to recruit, hire and train appropriate
- Priority Registration - Students who disabilities warrant this accommodation can be determined eligible for priority
registration by the CDS. This service may be provided to allow the DS Staff sufficient time to make a reasonable accommodation.
- Reduced Credit Load Recommendation - Students unable to take a full-time course load because of their disabilities may be
approved for a reduced credit load.
- Registration Assistance - Assistance with web registration can be provided. Contact the DS Office to schedule a time.
- Scribe/Reader Services - The DS Office coordinates with staff to scribe and/or read exams for students registered with our
- Training/Use of adaptive technology
equipment - The DS Office can provide basic training on the supported adaptive equipment
on campus (Dragon Naturally Speaking, ZoomText, JAWS, Kurzweil 3000, and CCTV). Some of the equipment (playback equipment for
books on tape/cd) is available for short term use.
Among the most important services provided by DS Office is advocacy for students with disabilities. The CDS is available to
meet with instructors, make the necessary arrangements for accommodations, and mediate conflicts or disagreements about the
reasonableness of requests for adjustments to permit persons with disabilities to fulfill academic requirements. Students
requesting such assistance are advised to involve the CDS as early in the process as possible to facilitate a timely and
appropriate resolution of issues. Generally the CDS can only intervene on behalf of students who are registered with the DS