DSPS Handbook

Classroom Accommodations

Note-taking and Recording Accommodations

When a DSPS Counselor determines that a student is eligible for note-taking or recording, as an eligible disability accommodation, the student will have the accommodation listed on the Accommodation Letter for the semester.  Note-taking and recording accommodations include Peer Note-taking, use of a smart pen, use of a digital recorder, and/or access to Glean, a note-taking software. 

Peer note-takers are volunteers, who are sharing a copy of their notes.  Note-takers need to bring their notes to DSPS to make a copy and place in a student file cabinet, that is organized by student ID number, and not the DSPS student name, to maintain student confidentiality, to allow DSPS students to come to DSPS and retrieve the notes themselves from the cabinet.  Peer note-takers need to provide notes to DSPS within one to three business days of the class day/time.  Peer note-takers are acknowledged for their volunteerism by receiving priority registration for the following semester. 

Note-takers need to do the following:

  • complete a Note-taker Agreement form each semester.  Forms are available in DSPS.
  • provide DSPS with the class notes, by either dropping off a copy of their notes to DSPS, or by bringing their notes to DSPS and DSPS staff will make a copy following the class meeting time.  If note-takers take notes electronically, note-takers can email notes to DSPS at dsps@hartnell.edu.
  • ensure the notes are legible, and dated to when the class activity occurred.
  • if note-takers drop the class, note-takers are responsible for notifying DSPS.  Note-takers should contact DSPS before they drop the class and/or discontinue attending the class.

Being a note-taker for:

  • Summer and Fall semesters, results in priority registration for the spring semester.
  • Spring semester, results in priority registration for summer and fall semesters.

A Note-Taking handout is sent to instructors when the Accommodation Letter is emailed by DSPS, providing information on how instructors can identify a note-taker, while maintaining the confidentiality of the student with a disability who is eligible. 

Students with disabilities who receive note-taking as a disability accommodation, are responsible for:

  • Picking up the notes in the Classroom Notes pick-up area in the DSPS office, which is labeled using student ID numbers, to protect student confidentiality. 
  • notifying DSPS If dropping a class. 
  • Picking up notes each week.  If students do not pick up notes for two consecutive weeks, note-taking services may be temporarily suspended, until a student meets with a DSPS Counselor. 
  • Contacting DSPS if students are not receiving notes in a class.  Students need to notify DSPS as soon as possible for alternative arrangements to be made.

Note-taking Software and Other Devices

  • DSPS has a variety of alternatives to peer note-taking for eligible students.  These include digital recorders, Smartpens and Glean note-taking software.  Training is available upon request, and students need to email dsps@hartnell.edu, and arrangements will be made with the student for scheduling.
  • Devices, such as digital recorders and Smartpens, are provided to eligible students with disabilities on a loan basis, and may require the use of batteries for functioning.  DSPS devices are checked out to students on a semester basis, and if rechargeable batteries are provided upon check out, the batteries should be returned to DSPS.  Loan forms are available in DSPS, and require students to complete their section of the Loan form, agreeing to the terms of the loan(s), including signing the Loan forms when checking out and checking in devices.
  • DSPS offers eligible students access to a software called Glean, and it is a web-based software.  Student access to Glean is removed at the end of each semester/period of accommodation provided by a student’s Accommodation Letter.   Access can be renewed when students obtain an Accommodation Letter for the new semester.

Recording

Students with disabilities eligible for recording as a disability accommodation, will have the accommodation listed on the Accommodation Letter for the semester.  Recordings are for educational purposes only, and cannot be shared with others.   

Priority Seating

If a student with a disability is eligible for priority seating as a disability accommodation, the priority seating is based on the student’s need, and may be in allowing the student to sit in the front of the class, near an exit door, or in the back of the classroom, or another arrangement.  Students with disabilities need to discuss the accommodation with the instructor of the class, based on how the class is delivered by the instructor, and the instructor’s teaching pedagogy.

Lab Assistants

When students are eligible for a lab assistant as a disability accommodation, it will be listed on the student’s Accommodation Letter for the semester.  A Lab Assistant is hired by DSPS to support students in lab activities to navigate the physical environment to maintain the safety of the student and others participating in the lab.  Lab assistants do not coach or provide answers to students with disabilities.

Occasional Breaks or Movement

If students are eligible for the disability accommodation of occasional breaks or movement in the classroom, students need to discuss the accommodation with the instructor in advance, to make arrangements for minimizing disruption to the class activities.

Reader

If students are eligible for a reader as a classroom accommodation, students need to discuss the accommodation with the instructor, as it relates to in class assignments and participation.  When the ability to review the written material in advance will assist the student to participate in the class, students need to make requests for the reading materials in advance of the class time.  If students need to use assistive technology, such as a screen reading software, the written materials need to be provided to DSPS, so that an accessible format for equal access to occur.  The disability accommodation will be listed in the student’s Accommodation Letter for the semester.  When students enroll in classes that will have these types of in-class activities, students with disabilities need to contact DSPS in advance, to arrange for a Reader.

Scribe

A scribe will dictate in class responses by a student with a disability, for participation in the in-class activity.  The disability accommodation will be listed in the student’s Accommodation Letter for the semester.  When students enroll in classes that will have these types of in-class activities, students with disabilities need to contact DSPS in advance, to arrange for a scribe.

Assistive/Adaptive Technology and Devices Available on Loan

DSPS has a wide array of assistive and adaptive technology to assist eligible students in accessing classes and college programs and activities.  Access to the assistive or adaptive technologies needs to be listed on a student’s Accommodation Letter for the semester.

DSPS has a diverse offering of technologies available and include, but are not limited to: 

  • Kurzweil 3000: Software that reads accessible electronic information, including textbooks and web pages out loud, that is designed for students who have vision.  This software also has language translation capabilities, although it should not be relied upon for effective word-to-word translation.  Kurzweil 3000 is a web-based software.
  • ZoomText: Screen magnification software for those with low vision, and is available in the DSPS Lab.
  • Hand Held Magnifiers:  Electronic hand-held devices that magnify what the device is placed on or held over.
  • JAWS:  Software that reads accessible electronic information, including textbooks and web pages out loud.  JAWS is designed for those who with limited vision, or who are blind, and is available in the DSPS Lab.
  • Digital Recorders (batteries needed).  Students using this disability accommodation recording tool need to follow DSPS recording procedures.
  • Glean:  A note-taking software that records and dictates audio, and offers students study options such as highlighting, color coding, and the ability to add notes.  Students using this disability accommodation recording tool need to follow DSPS recording procedures.  Glean is a web-based software.
  • Dragon Naturally Speaking:  Software that is a voice recognition software, and dictates what is spoken. 
  • Smart Pens:  A hand held device that records audio, and can be used in conjunction with Livescribe booklets for note-taking.  DSPS has a variety of types of Smart Pens available for students with disabilities.  Students using this disability accommodation recording tool need to follow DSPS recording procedures.

DSPS has a limited number of Dell laptops, Chromebooks, MacBook’s, and iPads available for student loans, on a first come-first serve basis, on a semester basis.  Students need to have their Accommodation Letter for the semester to be eligible.  Students need to complete the applicable Loan Forms for each individual device, including signing the form on check out, as well as check in.  All loans need to be returned at the end of the semester. Loaned devices that are damaged or not returned, will result in students having a Hold placed on their district account, and being responsible for payment of the replacement value, as outlined on Loan Forms. 

A Hold will be placed on student accounts at the district until the loan is returned, or the replacement value is paid to the Cashiers’ Office, located on the main campus, Building B.  A Hold will not stop a student from obtaining disability accommodations and services, although a Hold can impact a student’s ability to enroll in classes, obtain transcripts from the College, etc..

If students with disabilities are approved for incomplete grades by instructors, and have loaned devices from DSPS, students need to notify DSPS so that Holds are not placed on student accounts.  Otherwise the procedures outlined for Loans applies. 

Alternative Formats

Students with an array of different types of disabilities may be eligible for alternative formats through DSPS.  Eligibility is determined, as any other disability accommodation, on a case by case basis, during the interactive process with a DSPS Counselor.  Eligible students with disabilities will have alternative formats listed on their Accommodation Letter for the semester.

Students are responsible for identifying what required reading materials are being used in the class or activity.  Students are encouraged to contact the instructor, as well as the Hartnell Bookstore for specific class and individual instructor section requirements.  Students with disabilities are required to purchase reading materials, as all other students.  If open source or free reading materials are adopted by the instructor, the electronic reading materials should be accessible and be compatible with using assistive technology, such as screen readers and screen magnifiers.  If the electronic material is not accessible, students need to contact DSPS as soon as possible, to request alternative formats.

DSPS processes requests for alternative formats on a first come, first serve basis. 

Students need to submit requests for individual reading materials for alternative format to DSPS, using the Alternative Format Request form, available from the DSPS website, as early as possible. 

When DSPS receives each Alternative Format Request form, DSPS will identify if the reading material is available through a repository library that DSPS has a membership to.  When reading materials are available through a repository, DSPS will email electronic documents to a student, when they are received, generally within one to two business days.

If DSPS identifies the reading material is not available through a repository, DSPS will notify students to bring their reading material(s) to DSPS for conversion into the format necessary for student access.  Students need to submit the course syllabus to DSPS when this need arises, providing DSPS with an understanding of the reading materials instructors will be using in a class, for maximizing the timely receipt of alternative formats to students. 

When DSPS needs to convert printed materials for alternative format, the spine (binding) of textbooks needs to be removed.  Upon completion of the conversion, DSPS rebinds and returns the textbook to the student.   

Individual student memberships to Bookshare can be granted by DSPS, after students obtain an Accommodation Letter for the semester.

The following steps are provided to assist eligible students with disabilities to obtain alternative formats before the semester begins:

  1. Obtain an Accommodation Letter for the current semester, which lists alternative formats as an eligible disability accommodation.
  2. Submit a completed Alternative Media Request Form, located on the DSPS website, for each textbook or reading material needed in an alternative format.  The inclusion of the ISBN number is required to ensure DSPS is working with the correct reading material needed for the semester. 
  3. Students need to submit each class syllabus that alternative formats are being requested for.  Syllabi need to be emailed to dsps@hartnell.edu.
  4. Students need to bring their receipt (proof of purchase) to DSPS.  DSPS will make a copy for DSPS records, and the original receipt is returned to the student.
  5. Students are responsible for bringing their reading materials to DSPS, when needed for conversion.
  6. For other course or program materials, students need to provide a hard copy, or digital version if available (such as a PDF or Word document).

Braille and Large Print

DSPS offers an array of accommodations and services for students who are blind or visually impaired.  DSPS offers Braille and large print for eligible students with disabilities, as well as CCTV magnifiers in the DSPS Lab and the Library.  DSPS has hand held magnifiers that are portable, and available on loan, on a semester by semester basis.

Students with disabilities who use Braille or large print, as well as tactile graphics should plan ahead to allow sufficient time for conversion, before classes begin.  For timely receipt of Brailed materials, DSPS recommends the following steps:

  1. Enroll in classes as early as possible, and use priority registration to maximize access.
  2. Meet with DSPS to obtain an Accommodation Letter for the semester.
  3. Obtain the class syllabus in advance of making Braille or large print requests to DSPS, by contacting the instructor of the class or program director of the activity.  If students are contacting the Bookstore for a list of reading materials for classes, DSPS encourages students to be attentive to the section number, as each instructor can select the reading materials for their individual class.
  4. Purchase course or program reading materials, and provide the materials to DSPS for conversion to Braille or large print.  If free or open source reading materials are selected by instructors, the links to the electronic documents need to be provided to DSPS for conversion to Braille, and large print, if the document cannot be enlarged within the document itself, or is incompatible with a screen reader or magnification device.  Students need to email the links to the electronic documents to DSPS at dsps@hartnell.edu.
  5. When Braille or large print materials are available for pick up in DSPS, DSPS will contact students.

Sign Language Interpreting and Real Time Captioning

DSPS strives to provide high quality sign language interpreting, as well as captioning services, for eligible student students with disabilities. Students with an Accommodation Letter in place for a semester, can make requests for interpreting and captioning. 

Requests should be made in advance, to allow for DSPS to secure interpreters and/or captionists.  DSPS recommends students eligible for deaf and hard of hearing services meet with a DSPS Counselor when they register for classes, well before a semester begins.  Additionally, if students change their class schedule, or program activity participation, or the location of the class/activity changes, students are responsible for notifying DSPS.  When eligible students make requests for sign language interpreters and captionists, requests made three business days in advance, will be given priority, although all requests will be attempted.

To ensure that student interpreting or captioning needs are met:    

  • Students need to meet with a DSPS Counselor to discuss reasonable accommodations and services.  Students are also encouraged to meet with a DSPS Counselor to obtain each semester.
  • Students are encouraged to be proactive by enrolling in classes during priority registration and submitting requests for interpreting and/or captioning accommodations as early as possible.
  • For meetings, appointments, or events, eligible students with disabilities need to make requests in advance, as they do for classes.  Additional information such as, where each of the meetings are, the beginning and ending times, the dates of the meetings, as well as who the College organizer is, needs to be provided to DSPS.

If eligible students with disabilities have questions about the policies and procedures for interpreting or captioning services, students should contact the Director of Student Affairs, DSPS, located on the main campus in Building B, Room 107, or students can use the Relay System, to call 831.770.7012.

Assistive Listening Devices (ALD’s)

DSPS has Assistive Listening Devices (ALD’s) available for eligible students who are hard of hearing, on a loan basis, for the semester the ALD is listed as an eligible disability accommodation on the student’s Accommodation Letter. 

The amplification tool has two parts, one the student uses, and the second part, the student provides to the instructor at the beginning of each class.  ALD’s are battery operated.  DSPS does maintain a supply of batteries on hand, although students are strongly encouraged to carry a spare set of batteries with them, for continued operation in a class.  Students are responsible for retrieving the ALD from their instructor at the end of each class period, to take with them to their next class’ instructor.

ALD’s, as any other device loan through DSPS, requires completion of an ALD Loan Form, at the time students obtain their Accommodation Letter for the semester from DSPS.  Students need to sign the ALD Loan Form when checking out the device, as well as checking it in, at the end of the semester. 

Sign Glasses

DSPS has Sign Glasses available for students who are deaf or hard of hearing, and use sign language interpreting as an eligible disability accommodation.  Sign Glasses are worn, similarly to a pair of eyeglasses, although are larger and somewhat heavier.  Through the delivery of remote sign language interpreters, students can view the interpretation through the glasses, while continuing to see the class instruction and activities.  When students plan to use Sign Glasses, advance notice needs to be provided to DSPS, as remote interpreting service needs to be arranged.

Adaptive Furniture

When a DSPS Counselor determines that a student is eligible for adaptive furniture as an eligible disability accommodation, the student will have the accommodations listed on the Accommodation Letter for the semester.

DSPS works with the College’s Facilities department, to meet the accommodation need.

Extended Time on Assignments

Extended time on class assignments may be a reasonable disability accommodation. Time extensions are for generally two to three business days.  If longer time extensions are requested, students with disabilities need to meet with a DSPS Counselor to discuss their accommodation needs.

Incomplete Grades

If an extended amount of time is needed to submit assignments and complete coursework, students with disabilities should meet with a DSPS Counselor to discuss possible strategies.  If coursework cannot be completed within the semester, students need to make the request to their instructor for an incomplete grade.  Students need to have completed the majority of the coursework, to receive an incomplete grade. 

Field Trips and Out of Class Activities

Students with disabilities need to review each class syllabus at the beginning of the semester, and if there are out of classroom activities or field trips scheduled, students need to discuss what the activities will include with the instructor at the beginning of the semester.  After talking with the instructor, students need to schedule an appointment with a DSPS Counselor to discuss if there are additional or alternative disability accommodations that would maximize access.  Examples of points of discussion by students with disabilities includes, but is not limited to, transportation, the physical environment and terrain, standing/sitting/walking expectations, and what are the learning outcomes of the activity. 

Students with disabilities who are eligible for sign language interpreters need to notify DSPS to arrange for the sign language interpreter to attend the out of class activity, and plan for additional time needed for transportation, parking, etc.  For students who are eligible for large print, Braille or alternative formats as a disability accommodation, students need to work with DSPS to obtain the materials in advance for converting standard print documents.