FACULTY ACCOMMODATION GUIDELINES
Accommodations with faculty guidelines are provided here. Please refer to the Faculty Notification Letter provided for each student for specific accommodation requests. For student guidelines, please click here: Accommodation Guidelines for Students.
Alternative Testing Accommodations
Instructors are responsible for providing proper testing accommodations for students registered with Accessibility and Testing who are eligible to receive testing accommodations. If instructors are unable to provide accommodations, tests can be administered at the Accessibility and Testing Accommodations Office (205 Clark Howell Hall) as a service to instructors. Whether tests are administered at Accessibility and Testing, the department, or the classroom, instructors are key participants in the accommodations process.
If the instructor cannot provide accommodations within the department, the instructor can fill out a Testing Agreement by following the link included in the Notification of Accommodations email. Only one agreement needs be filled out per class section. If an instructor would like to use the same agreement for multiple sections, they can contact the Testing Accommodations Office at dstest@uga.edu and ask that the agreement be copied to multiple sections.
When filling out the Testing Agreement, it is important for instructors to include the following:
- The time and date the student must take the exam
- The amount of time the regular class will receive for the exam
- What, if any, materials are allowed for use during the exam
- The name and number of the type of Scantron, if any, to be used on the exam
- Instructions for exam receipt and delivery
- Any additional information our office needs to know about the exam
It is the responsibility of the student to sign into the online portal and schedule exam appointments. Students will only be allowed to schedule their exams during the class period unless otherwise specified by the instructor in writing (either in the agreement or in an email sent to dstest@uga.edu).
Instructors can access the AIM online faculty portal at the following link: AIM Portal. In the portal, instructors can view a list of students who have requested accommodations in each class, the Notification of Accommodations letters for each student, any exam requests scheduled by the students, and the alternative testing agreement for each course. Instructors can also upload exams in the instructor portal.
If the exam involves a listening section or audio/visual portion, faculty members should make arrangements for the student to take these portions of the exam within the department.
When a reader or scribe accommodation is necessary for exams that involve specialized knowledge (i.e. foreign languages, upper level science/math classes), the instructor should call the Accessibility and Testing Accommodations Office to make arrangements for an appropriate reader or scribe.
Exams can be emailed, uploaded to the faculty portal, picked up via Accessibility and Testing courier, or delivered to Accessibility and Testing by the professor. We ask that faculty members submit tests to Accessibility and Testing no later than 24 hours prior to the test appointment.
If any changes are made in the date or time of the exam, or in the materials allowed for the exam, Accessibility and Testing must be made aware of these changes in writing (email will be acceptable) prior to the exam administration period.
The Accessibility and Testing Accommodations Office does not copy tests or exams except during cases of believed academic dishonesty or other exceptional circumstances.
Please contact the Accessibility and Testing Accommodations Office at 706-542-7721 or the student’s Disability Coordinator if you have any questions or concerns.
A formula sheet is a testing accommodation for math and sciences classes. It is designed for students whose disability impacts their ability to retrieve formulas. Please meet with the student to discuss whether this accommodation will be needed for tests in this course. Use of a formula sheet should not compromise any essential course objectives.
If the instructor cannot provide accommodations within the department, the instructor can fill out a Testing Contract by following the link included in the Notification of Accommodation email. The pre-approved formula sheet should accompany each test that is administered by the DRC Testing Accommodations Office. Please contact the testing office at 706-542-7721 or dstest@uga.edu if you have any questions.
Guidelines for creating a formula sheet
A formula sheet should contain pertinent formulas for the materials to be tested, but is not limited to those formulas. Students are expected to recognize what equations are pertinent to the current course materials and understand the proper use of the information.
The instructor and student can develop the formula sheet together or the student can develop it and submit it to the instructor for approval.
If the student prepares the formula sheet, it is important that the instructor make sure all the pertinent formulas are listed.
If a reader for tests and exams has been approved as a test accommodation for your student, please communicate with the student to discuss whether this accommodation will be needed for this course. This accommodation cannot be used if it compromises an essential course objective. If a reader is necessary, the instructor is encouraged to arrange for the student to test within the department with appropriate accommodations.
Guidelines for the reader:
- Read aloud test information, questions, or passages exactly as written.
- Read aloud written responses exactly as written.
- Reader cannot change any content of the test.
- Reader cannot discuss the course or test content.
- Reader cannot provide assistance with ideas, organization or editing.
If the instructor cannot provide accommodations within the department, the instructor can fill out a Testing Contract by following the link included in the Notification of Accommodation email. The Accessibility and Testing Accommodations Office does not have a specialized reader on staff; therefore, if specific knowledge is needed we ask the faculty to identifying a suitable candidate and assist in making the accommodation for the tests and exams. Please contact the Accessibility and Testing Accommodations Office (706-542-7721) to make arrangements.
If a scribe for test and exams has been approved accommodation for your student, please meet with the student to discuss whether this accommodation will be needed for test and exams in this course. This accommodation cannot be used if it compromises an essential course objective. If a scribe is necessary, the instructor should attempt to arrange for the student to test within the department with the appropriate accommodations.
Guidelines for the scribe:
- Write or type verbally presented material.
- Rewrite information in a legible manner.
- Read aloud the written work to the student.
- Scribe cannot discuss the course or test content.
- Scribe cannot provide assistance with ideas, organization or proofread.
If the instructor cannot provide accommodations within the department, the instructor can fill out a Testing Contract by following the link included in the Notification of Accommodation email. The Accessibility and Testing Accommodations Office does not have a specialized scribe on staff; therefore if specific knowledge is needed we ask the faculty to identifying a suitable candidate. Please contact the Accessibility and Testing Accommodations Office (706-542-7721) to make arrangements.
A word bank is a testing accommodation for short answer, fill in the blank, or essay tests. It is designed for students who have difficulty retrieving precise words and names due to a disability. Use of a word bank should not compromise any essential course objectives. Please communicate with the student to discuss whether this accommodation will be needed for tests in this course. If the instructor cannot provide accommodations within the department, the instructor can fill out a Testing Contract by following the link included in the Notification of Accommodation email. The pre-approved word bank should accompany each test that is administered by the Accessibility and Testing Accommodations Office. Please contact the testing office at 706-542-7721 or dstest@uga.edu if you have any questions.
Guidelines for creating a word bank:
- A word bank should contain the terms and names needed along with other terms and names for short answer, fill in the blank, and essay tests.
- The instructor and student can form this list together or the student can create the list to be approved by the instructor.
- If the student prepares the word bank, the instructor should make sure all the correct answers are included among the terms and names listed.
The Accessibility and Testing Accommodations Office does not copy tests or exams except during cases of believed academic dishonesty or other exceptional circumstances.
- Accessibility and Testing is responsible for the security of tests administered through the Accessibility and Testing Accommodations Office.
- The Accessibility and Testing Accommodations Office staff is responsible for organizing and recording pick up and delivery of tests and exams based upon written instructions from instructors on the Testing Accommodations form.
- Tests or exams will be hand delivered to instructor or recipient for instructor and recipient’s signature will be obtained on the Test Return Information sheet.
Note: Once a test or exam is returned to instructor or recipient for instructor (as shown by signature on Test Return Information Sheet) Accessibility and Testing is no longer responsible for test or exam.
- At instructor’s request, tests or exams may be faxed. If faxed, original test will be delivered to the professor’s office or department office.
Note: Written permission from instructor is required for any exceptions to this policy.
Classroom Accommodations
Students with disabilities may be accommodated with notetakers in their classes. Depending upon the student’s disability-related limitations, notetakers serve to either supplement the student’s notes or provide notes fully for the student.
Faculty will be contacted by Accessibility and Testing if assistance with recruiting a notetaker is needed. If possible, identify a student in the course who you believe would be a competent and dependable notetaker. If you do not know of any students in your course with good notetaking skills, please make the following announcement not mentioning the name(s) of the student:
“A student in this course requires a notetaker. If you plan to attend class regularly and are interested in being a notetaker, please go to drc.uga.edu and click on “Notetaker Registration”. For providing this service, you will be paid $100 per course section. Payment will be made at the end of the semester.”
Both the notetaker and the Accessibility and Testing registered student should attend class regularly. If the student is absent from class, the professor has the right to restrict notes access for missed days of class, unless the student is eligible to receive additional absences. Please contact drcnotes@uga.edu should the need for notes restriction arise.
Notes are provided for student personal use only.
If there are questions or concerns regarding the notetaker or this accommodation, either contact the student’s Disability Coordinator or direct the student to the Disability Coordinator. Contact information is included on the Faculty Notification letter.
Can the same student serve as a notetaker for multiple students?
In most cases, one student will serve as a notetaker for every student in your section that needs a notetaker. If you teach multiple sections of the same course, then we can apply the same notetaker to each individual section, so long as the course material and notes covered are identical for each section that you teach. To have the same student serve as a notetaker across sections with different CRN numbers, please make a written request to Samra Ward at drcnotes@uga.edu .
How do I find a notetaker for my course?
As soon as a request is made, you should receive an email with instructions on how to recruit a notetaker. Options include making a verbal announcement in class, using the template email that we provide in our initial accommodations request contact, and posting the template email to ELC. If you have a specific student in mind that you would like to serve as a notetaker, please email drcnotes@uga.edu by the end of drop/add period. If you do not have a student in mind, you may use the email template below to recruit a notetaker:
Greetings!
You are receiving this email because a student in your course is in need of a notetaker. Accessibility and Testing now uses a fully-online notetaking registration system. If you are interested in being a notetaker this spring semester, please follow the instructions below.
Important: Filling out this information does not mean that you have been assigned as a notetaker. You will be informed via UGA Email after drop/add week if Accessibility and Testing has matched you with a notetaking assignment. Please check your UGA email inbox regularly. Compensation for students is $100 per course.
Instructions: The first step in becoming a notetaker is to register online through Accessibility and Testing Online Notetaker Portal: https://teton.accessiblelearning.com/UGA/ (you will use you UGA MyId credentials, the same that you use for your UGA email and Athena). You will need to have your complete schedule printed or open in another window with CRN numbers, and when asked to enter your School ID, please enter your 81x number. Please read your notetaker contract carefully, as it outlines important information and your payment information. Notetakers are selected after drop/add week, and if you are identified as a “match” for a class, you will receive an email from Accessibility and Testing asking you to confirm the assignment. Additional information about being a notetaker may be found here: Notetaker Registration Page. As a reminder, no application is considered complete until the online application and the PDF sign-up sheet (found here: Sign Up , Supplier Registration). To maintain this position, you must also upload notes to the online system (not provide hard copies) within 24-48 hours of the class meeting.
Can I pair a student and notetaker directly with each other?
If you have a specific student in mind to serve as the notetaker, please provide us with the student’s name by the end of drop/add period and encourage the potential notetaker to fill out the online application (found here: https://teton.accessiblelearning.com/UGA) and review the FAQ and upload instructions pages. Please do not provide student contact information directly, as this discloses that a student is registered within Accessibility and Testing.
Is a student eligible to receive notes if they miss class?
- Yes, if the student also receives the accommodation of Disability Related Absences
- No, if the student is missing class without having other approved accommodations to support the absences. Please contact drcnotes@uga.edu with the student’s name, course information, and the days the student has missed class. The DRC will restrict the student’s access to the missed day’s uploaded notes.
Students are offered a number of different alternative text formats including the following.
E-Text
E-text is the digital version of the printed material and usually preserves the appearance of the original page. The e-text format options include portable digital file (.pdf), Microsoft Word (.doc), electronic publication (EPUB), DAISY, and rich text format (.rtf). Features may include search tools, bookmarks, zoom, highlighting, reflowable text, choice of fonts, and note-taking/commenting tools.
E-Text with Audio
Using a text-to-speech (TTS) screen-reader program, students can listen to their textbooks while taking advantage of most e-text features. After requesting e-text with audio, students can obtain one of the following TTS screen-reader programs from the Alternative Text Office:
ClaroRead
available for Windows and Mac – Floating toolbar with human-like synthesized voices
- Reads accessible e-text, web pages, and Word documents.
- Includes word-prediction and dictionary tools.
- User-friendly interface.
- Software package includes ClaroCapture, a study tool that gathers text, references, and media for use in other applications; ClaroView, a customizable screen color overlay tool; and ScreenRuler, a customizable tool that isolates specific areas of the screen to minimize distractions.
- Online training videos available on the Claro Software YouTube Channel.
Read & Write GOLD
Available for Windows and Mac – Floating toolbar with TTS capability providing reading, writing, studying and research support tools
- Reads accessible e-text, web pages, and Word documents and more.
- Screenshot Reader reads inaccessible text including locked PDFs and Flash.
- PDF Aloud integrates Read&Write GOLD tools directly into Adobe Reader.
- Robust writing and studying tools including Word Wizard, Speech Maker, DAISY Reader, Fact Mapper, Speech Input and Voice Note available within a single interface.
- Online training videos available on the textHELP YouTube Channel.
Digital Audio
Audio versions of the student’s required readings are available in a digital format (MP3, AAC, etc.) from the Alternative Text Office or Learning Ally. Playback equipment is available for checkout or students can receive the unrestricted files for use with their personal devices. Some titles may not be available, in which case a different accessible format will be substituted.
Braille
The Braille system is a method widely used by the blind community to read and write. Each Braille character or cell is made up of six dot positions, arranged in a rectangle containing two columns of three dots each. Braille documents are produced using the Duxbury translation software. Students requesting Braille are encouraged to meet with the Alternative Text Office prior to the start of the semester. Some materials must be requested up to two semesters in advance.
Large Print
An enlarged copy of the requested textbook or required readings. Paper and font size are based on the student’s preference. Binding and multiple volume options are available.
Students with disabilities may be accommodated with record lectures in their classes. Depending upon the student’s disability-related limitations, record lectures serve to fill in the gaps of the notes they are taking in class.
Students can audio record portions of in-class lectures and discussions if there is a chance that they will be evaluated on the material. This accommodation necessitates the use of a computer, phone, audio recorder, Smart Pen, or another device for audio recording. Any discussion that includes sensitive or personal material will not be recorded. This accommodation supersedes class polices regarding audio recording in most cases.
AGREEMENT FOR AUDIO RECORDING OF LECTURES
• I will use these recordings only for my personal academic use during this course.
• I understand that faculty members have copyright interest in their class lectures and I agree not to infringe on this right in any way.
• I also understand that the faculty member and students in the class have privacy rights and agree that I will not violate those rights by using the recordings for any reason other than my own personal study.
• I agree that I will not release, digitally upload, broadcast, transcribe, or otherwise share all or any part of these recordings. Additionally, I agree that I will not profit financially and I will not allow others to benefit personally and/or financially from my lecture recordings.
• At the conclusion of the semester, I agree to delete all audio recordings.
Any questions related to this accommodation should be directed to your DRC coordinator.
I have read the contents of this document and will adhere to the guidelines set forth as well as abide by the UGA Honor Code and UGA Student Code of Conduct. I understand that failure to do so may impact the use of this accommodation.
As with any accommodation, instructors with questions or concerns about an accommodation should contact the Disability Resource Center at drc@uga.edu or 706-542-8719.
Interpreting and Captioning Accommodations
Sign language Interpreters are present in the classroom and interpret all classroom information into sign language and all signed information into voiced English. The Interpreter generally stands in the front of the classroom in a visible but unobtrusive location. Interpreters work under a strict code of ethics, and therefore cannot answer any questions pertaining to the student’s accommodations, performance, or attendance. Please consult directly with the student. It is extremely difficult to take notes and watch an Interpreter simultaneously; therefore it is recommended that the student utilize two notetakers to ensure accurate and complete notes.
A note on Sign Language: Sign Language utilizes a grammar structure and syntax that differs somewhat from English. As a result, some students may exhibit non-standard English usage in their written expression and reading comprehension. Unless this is an English class, it may be appropriate to focus on content rather than grammatical usage and syntax. It may also be necessary to clarify, rephrase, or reformat multiple-choice, essay, and other written tests.
Please see Faculty Guidelines for Captioned Media.
C-Print is a computer-aided speech-to-print transcription system that provides real-time access to some deaf and hard of hearing students. A trained C-Print captionist is provided to produce text of the spoken information in class using a laptop computer with specialized software. The text is then displayed simultaneously to one or more students by way of a laptop that is provided to them by Accessibility and Testing. This allows the student to have real-time access to the information in class as well as a transcript of the text for later use as notes.