Disability Support Services

Students eligible for Standard Accommodations do not need to request these every semester. Rather, these accommodations automatically get included on the students’ Accommodation Letters to faculty by the DSS office. Students will be informed of the accommodations they are eligible for at their Welcome Meeting.

Standard Accommodations include:

• Exam Accommodations (i.e. Extended time for exams or quizzes (1.5x or 2.0x), Audio/Reader, Scribe)
• Reduced distraction room for exams
• Use of a calculator for math
• Priority Registration
• Reduced course load
• Accessible rooms or furniture
• Preferential seating
• Additional time for in-class assignments or labs
• Recording of lectures/copies of PowerPoints or lecture notes
• Assistive technology
• Accommodations for spelling
• Post-production captioning
• Audio descriptions for media

Students eligible for Non-Standard Accommodations MUST contact the DSS office each semester in which these accommodations are needed. Students with non-standard accommodations will receive an E-mail from DSS instructing them to contact our office.

Non-Standard Accommodations include:

• Note Taking Assistance
• Alternative Format (E-Text)
• Memory Aid
• Live Captioning (CART)
• Sign Language Interpreting
• Any other accommodation not listed in the Standard list

There are multiple ways to provide DSS with documentation of your disability. Documentation should provide proof of diagnosis and/or prior accommodations. DSS follows the guidance from the Association on Higher Education and Disability (AHEAD) on documentation review and accommodation approval.

Some examples of acceptable disability documentation include:

• IEP/504 plan
• Medical records/patient portal diagnostic summary
• Letter from a healthcare professional, on letterhead, which confirms a diagnosis
• DSS Verification Form (Must be completed by a healthcare professional)
• Accommodation letter from previous postsecondary institution
• Full evaluation/diagnostic report (e.g. ETR, MFE)

Students with temporary injuries, such as a broken leg/arm, concussion or surgery recovery can register with and receive services through Disability Support Services on a temporary basis. Temporary students follow the standard registration process and can initiate contact by completing the online DSS Application.

In unique situations, provisional accommodations may be approved for students who can provide evidence of actively engaging in the diagnostic process. These provisional accommodations are typically approved for one semester, and may later be approved on a permanent basis upon receipt of appropriate documentation.

1. If you are approved for copies of PowerPoints, discuss with your instructor the best way for you to receive the slides in advance so that you can use them for preparation prior to class and/or while taking notes during class.
2. If your instructor has any concerns with sharing slides in advance, contact DSS.

This may include a digital recorder, Livescribe pen, etc.

1. Review our Notetaking Technology Options chart to compare our recommended options. A copy of the chart can be obtained by contacting the DSS office at (815) 921-2371.
2. At the beginning of the semester, discuss the accommodation with your instructor if they have a no-tech or no-recording policy. The professor should modify this policy to allow you to use your notetaking technology if you are approved for this accommodation through DSS. For virtual classes, your instructor may be willing to record the entire class meeting using Zoom.
3. Do not share any of your in-class recordings. They are for your personal study use only. Doing so would be against DSS procedures and a potential violation of the Student Code of Conduct. Students will be asked to sign a Notetaking Agreement Form when they are eligible for this accommodation.
4. If the instructor still has concerns with allowing you to use your technology in class, contact DSS.

Livescribe Smart-Pens are high-tech writing tool that records both spoken words and written notes and synchronizes them on special dotted paper notebooks. Lectures and meetings can be replayed by tapping on the notes, which can then be downloaded into a computer. There are three models of Livescribe pens: the Echo, Symphony, and Echo II. The Livescribe+ app allows users to pair the Livescribe pen with an iPhone or iPad.

• How to use the Livescribe Symphony Pen.
• Explore Paper compatible with Livescribe Pens.

Livescribe Notebooks are special notebooks that look and work like regular college-ruled notebooks, but contain tiny micro-dots that work in tandem with Livescribe smart-pens. Notebooks can be purchased from retailers such as Walmart, Amazon, and Office Depot. 

For asynchronous courses (e.g. prerecorded lecture modules):

• Notetakers are typically not applicable in asynchronous courses, since you can pause/rewind your recorder as needed.
• Contact DSS if you believe a peer notetaker is necessary in a non-live course.

For synchronous (real-time) class meetings:  

• At the beginning of the semester, discuss your request with your instructor. If you require assistance, please contact DSS.
• If the instructor has already identified a peer notetaker for your section, then the instructor should provide you with the notetaker’s contact information. If there is not already an established notetaker, then your instructor will recruit one. If your instructor is unsure of what to do, refer them to our office for assistance. Your instructor will share your contact information with the notetaker, once identified.
• Communicate with your peer notetaker to coordinate how and when you will receive their notes. Reach out to DSS with any concerns or challenges receiving notes from your peer note-taker.

It is important to take advantage of the priority registration period and to contact the DSS office as soon as you have scheduled for next semester’s classes. This helps our team to begin converting your materials quickly. We will not begin converting until you have informed us of your need for alt format.

1. Contact DSS to inform of your need for alt text as early as possible.
2. Provide DSS with proof of purchase (a copy of your bookstore receipt or rental agreement) and the course syllabi. The process of converting materials into an accessible format cannot be started until proof of purchase is received. (Proof of purchase is not required for course materials provided by the professor).
3. You will be notified by email once your materials are complete and ready for download.

DAISY Format

The DAISY Format is a digital book or “E-text” format that is designed to be a complete audio substitute for printed material. Some individuals who benefit from DAISY are those who have vision or learning disabilities that make reading and/or understanding print-based materials difficult. DAISY format has advanced navigation features in addition to those of a traditional audio book such as highlighted text, easy to navigate chapters, and customized narration to fit the needs of the user. DAISY format can be accessed on PC-based freeware such as AMIS, or premium software suites such as Dolphin Easy Reader, which can be used on both PCs and mobile devices.

EPUB

The EPUB format is a distribution and interchange format standard for digital publications and documents. It is the industry standard for digital publications and is based on open technologies used on the Open Web Platform. EPUB is designed to represent as close to a 1 to 1 replication of print texts as possible and has similar narration features as DAISY format players depending on the software used to read EPUB documents. Popular EPUB software suites include Calibre, Sumatra, and Ice Cream. 

Audiobooks

Audiobooks are great way for students with visual impairments or students who are more auditory learners to access their class text material. While some publishers may not have every textbook available in audio book format some services such Audible, have a wide variety of textbooks which can be downloaded to PC and mobile devices. Audiobooks, unlike DAISY or EPUB formats, typically only include audio functionality (no highlighting or tracking features, etc.).

Braille

Braille is a system of writing and printing for the Blind or visually impaired, in which varied arrangements of raised dots representing letters and numerals are identified by touch. The use of Braille boards are helpful tools for those with or without visual impairments to learn to read letters and numbers written in Braille. 

You will receive an email from DSS notifying you when your request is ready.

To retrieve your materials:

1. Login to the DSS Accommodations Portal using your RVC login credentials.
2. Once logged in, select "Alternate Formats" on the left side. This will display a list of all books currently in the queue, and the status of each one.
3. There is a red "Download" button next to each book that is ready to download. Click that button.
4. Click “Open New Link in Windows”, if you see Alternative Formats page.
5. This will take you to a page with your book which is available to download to your computer.
6. Click the circle to the left of the book and then click Download. This will download a compressed (.zip) version of your book to your computer. It should go into your download folder.
7. When the download is complete, click on the downloaded file, and “extract” the zipped files to a folder of the same name.

DSS will communicate your need for captioned media with your instructors, therefore it is important to plan ahead and communicate with DSS as early as possible.

1. Monitor your RVC email account for communication regarding your requests.
2. The RVC Media Lab will work with your instructors to caption course materials.
3. Notify DSS if you change or cancel your courses.

• Audio description is a narration service that describes images in videos for individuals who are blind/low vision. With this accommodation, you may request audio description for class materials in a video format.
• These materials may include in-class videos, videos uploaded to Canvas, and out of class required video/movie screenings.
• Audio description may include an assistant in class, an assistant for out-of-class viewing and/or written transcripts.
• The type of accommodation will be determined based on the class, video, and student need.
• Requests for audio description should be made as early as possible. The Accommodations Specialist will communicate with the instructor regarding the process for submitting requests to the Media Lab for processing.

1. After you have scheduled classes for the upcoming term, notify the DSS office that you need this accommodation. DSS will generate your Faculty Notification Letters on your behalf in AIM. This allows us to proactively coordinate staff assignments.
2. Check the “Deaf and Hard of Hearing” tab in AIM to see your interpreter/captioner team for the semester. Their names will display after we have determined staff assignments.

Your Faculty Notification Letters will be put in a queue and won’t be emailed to your instructors until the start of the term. You must request this accommodation for every class (each semester) in which an interpreter or captioner is needed.

1. Request Sign Language Interpreting & Real-Time Captioning
2. Enter your RVC email address and click “Submit Custom Request”
3. Fill in event information and submit the request

You can review or modify request under the Deaf and Hard of Hearing tab under upcoming requests.

Assistive Listening Devices are amplifiers that bring sound directly into the ear. Students who use hearing aids may request the use of an Assistive Listening Device for use in the classroom environment.

1. Contact DSS to schedule an appointment with the Assistive Technology (AT) Specialist.
2. The AT Specialist will fit you with an Assistive Listening Device and train you in its use.
3. Sign a contract with DSS to check out the Assistive Listening Device equipment for the semester, which you will return to DSS at the end of each semester.

Important reminders for interpreting/live captioning:

• Request this accommodation for every class (each semester) in which you need an interpreter or captioner. Requests are made by contacting the DSS office. 
• Notify your interpreter/captioner when you will be late or absent. Without notification, interpreters/captioners will wait 15 minutes before leaving an assignment. 
• Communicate with the interpreter/captioner promptly about any problems with communication access or any special requests.
• Notify the DSS office and interpreter or captioner immediately of any changes to your course schedule, when absent from class(es), or if faculty cancels class on a particular day. 
• Review your course syllabi for information concerning field trips, extra credit opportunities and other activities that may require an interpreter/captioner and submit a custom request as early as possible. 
• Exchange contact information with your interpreter/captioner and communicate with the interpreter/captioner using your RVC email account.
• Interpreting and captioning will occur only when the student is present. 
• Interpreters/captioners will not provide transportation for students. 
• Review the No Call/No Show procedure and Working With an Interpreter – Student Guide 

The Rockford Mass Transit District (RMTD) offers an accessible origin to destination transportation service for persons with disabilities who cannot ride the fixed route. To schedule a ride, call (815) 961-2255. The Paratransit drop-off/pick-up location is in front of the Educational Resource Center (ERC) building, Parking Lot #8A/B.

1. DSS will communicate your need for furniture requests with the Plant Operations & Maintenance (POM) department. This process may take several days, so it is important to plan ahead and notify DSS as early as possible regarding your need.
2. Contact DSS if your furniture request has not been met within three business days, or if you encounter a problem with the furniture. 

In order to ensure your safety, develop an emergency plan or a strategy in advance. How you respond to an emergency depends on: the type of emergency, your specific disability, the location of your classes, and where you work on campus.

All students requiring emergency assistance will complete the Disability Emergency Response Form (DERF) with the Accommodations Specialist. This information will be shared with the RVC Police department.

Students with mobility impairments:

Elevators provide access for students with mobility impairments to classrooms throughout campus. However, during an emergency such as a fire or tornado, elevators can be very dangerous and often cease working. Furthermore, elevators have been known to break down at times leaving people with mobility impairments stranded on upper floors. As a result, it is unlikely that you will be able to evacuate without the assistance of others. The following steps can help to ensure your safety in an emergency:

1. Make a plan: For every building in which you have class or work on campus, locate an area or refuge, which could include a stairway or an adjacent classroom/room with a fire rated door and walls, where you will await rescue during a fire. Stairwells serving as areas of rescue assistance will be noted by signage. 
2. Inform others of your plan: In most instances, this should be the instructor of your class, or if you are working on campus, your supervisor. Let him or her know the location (i.e., classroom in the Northwest corner of this floor) you have selected to await rescue personnel in the case of an emergency.

Students with visual impairments: As a student with a visual impairment, you should develop a plan of action for emergency situations as well. An ideal time to develop this plan is at the start of each semester as you familiarize yourself with the locations your classrooms.

Students with seizure disorders: If you have a seizure disorder that is not controlled by medication and have seizures often, it is wise to alert your instructor(s) to your condition and how you wish for them to respond. Let them know what to expect if you were to have a seizure during class and under what circumstances it would be necessary to call for an ambulance.

Important Note: For any emergency and for students with any type of disability, the first step is to contact 911. When reporting the emergency, it is important to indicate your specific evacuation needs (e.g., you use a wheelchair or have breathing or stamina difficulties).

Class or Lab Assistants are assigned by DSS to assist with mechanical/dexterity tasks that prove inaccessible to the student with a disability. Students must request a class or lab assistant by contacting DSS.

1. Contact DSS to request an assistant. Note: Applicability of the assistant accommodation may vary depending on the course design. The Accommodations Specialist will work with you to determine what level of assistance is needed.
2. Contact your assistant if you are unable to attend class, so that they can plan accordingly.
3. Contact DSS if you drop the course, no longer need an assistant, or your assistant does not attend lab or class or does not perform tasks properly.

Assistants will:

• Receive instruction, if needed, regarding your disability-related needs from you and/or the Accommodations Specialist.
• Perform only those tasks directed by you that are specific to the course. They will NOT prompt or guide you in performing a task unless the task is dangerous. You are responsible for all information about actual lab processes and procedures.
• Adhere to proper classroom/lab procedures (including wearing protective gear if required).
• Inform our office if they are ill or otherwise unable to attend a session. We will coordinate a substitute assistant to take their place.

Assistants will not: 

• Participate in class discussions or engage in the class or lab in any way that is not relevant to their role.
• Complete a lab or assignment for the student without the student giving the assistant explicit instructions on how to participate in the assignment or lab with the student and their partner(s).
• Provide non-academic related tasks (i.e. bathroom access, feeding, bathing, assisting with transfers, transportation, etc.).
• Tutor the student or assist the student with out-of-class projects, assignments or homework, including submitting course projects, materials, or assignments.
• Assistants will not correct errors in the student’s work unless directed to do so by the student.

Absence and troubleshooting:

• Contact your assistant immediately if you cannot attend a lab session or will be late. Without notification, assistants will wait 15 minutes before leaving an assignment.
• If you fail to show up twice for a class or lab and do not inform the assistant ahead of time, the assistant is authorized to discontinue assistance. To reinstate services, you must meet with the Accommodations Specialist.

Some students registered with DSS receive priority registration. This means you may register for classes before the open registration period (typically on day two of the open priority registration period). Priority registration is based on credit hours obtained, therefore it is recommended to check your current status with the Records & Registration office prior to registration. Contact DSS if you wish to be approved for priority registration status.

When scheduling your courses, please consider the following guidelines:

• Meet with your academic advisor before your window opens.
• Research available course offerings in advance so you are prepared once the window opens.
• Consider your disability-related needs and issues when scheduling.
• Whenever possible, engage in proactive discussions with potential instructors regarding course requirements, policies, or other factors that may have an impact on your success in the course.
• The Accommodations Specialist is not an academic advisor, but can assist you in balancing your course load to better address your disability needs.
• Priority registration is only available for the fall and spring semesters.

Rock Valley College acknowledges that some students may require a Personal Care Attendant (PCA) while on campus. In order to bring a PCA to RVC, the student must register with Disability Support Services (DSS) prior to the PCA attending classes and the classes the PCA will attend each term must be identified.

The following are some important points of consideration regarding this service:

• RVC does not provide PCA services
• PCAs are hired, paid and employed by you, the student they are assisting
• PCAs are not classroom or lab assistants 
• PCAs are required to abide by all RVC policies, including but not limited to, the Student Code of Conduct/Student Handbook
• PCAs are only permissible in the classroom or lab when the student being assisted is present 
• PCAs may not be enrolled in the class they are working in and will not receive academic credit for the class

If you require a PCA, please contact the DSS office. You will be provided with a Personal Care Attendant Reference Guide which provides important information regarding utilizing a Personal Care Attendant on campus.

A memory (or study) aid allows a student to demonstrate knowledge of course material by helping prompt the student’s memory, not by providing the answer. A memory aid may be appropriate for some exams and not for others. Instructors have discretion over what a memory aid may include (ex. a study/memory aid may or may not contain acronyms, short phrases, pictures, schematic diagrams or mind maps, names, definitions, tables, charts or key terms and certain formulae). The process for requesting a memory aid is by contacting the DSS office.

Memory aid reminders: 

• Students approved for a memory aid must renew this accommodation every semester by contacting the DSS office.
• The Accommodations Specialist will contact your instructors to provide information on the process and address any concerns.
• If your instructor is concerned about this accommodation lowing course standards, they should contact DSS to work through the reasonable accommodation dispute process.
• You should contact DSS regarding any questions or concerns regarding your memory aid. 
• You are responsible for learning course materials, for discerning which materials may require cues or triggers, for developing the cues that will appear on the memory aid, and for sending the memory aid to your instructor(s) at least two business days before an exam.
• Your instructor will review your memory aid, and upon approval, send it to the Testing Center. You may not bring the approved memory aid with you to the exam.

What does a memory aid look like?

• Styles of memory aids may vary, but generally they are:
  • Written or typed in 10 or 12 point font
  • A large index card or up to one side of an 8.5x11 sheet of paper
• Memory aids should not:
  • Be used to record all the facts, concepts or processes being tested
  • Exceed one page (single sided)
  • Include specific examples of how formulas are used
  • Include “answer sheets’ or complete terms and definitions
  • Include full course notes or all information from the course which is being evaluated
  • Include open textbooks 
  • Serve as a substitute for studying – because a cue sheet will not help if a student has not studied the material

AMIS is a free, open-source software program that can be used to read DAISY books. The program is self-voicing, making it especially beneficial to those who are visually-impaired. AMIS includes options for navigation, enlarging the font, changing the colors, and adjusting the reading speed. How to use AMIS for reading DAISY files.

Download AMIS

NVDA is a free screen reading software program that allows blind and visually impaired individuals to access and interact with the Windows operating system and many third party applications. NVDA provides support for many refreshable braille displays, allows for portability by use of a USB stick, and can be translated into more than 50 languages. How to use NVDA.

Download NVDA

JAWS is a screen reading software program designed to allow blind and visually impaired users to read information on a computer screen either with text-to-speech output or via a refreshable Braille display. The DSS office has a limited number of licenses available – students should contact DSS for more information. How JAWS works.

ZoomText is a magnification and screen reading program tailored for low-vision users. The program enlarges and enhances everything on the computer screen and automatically reads documents, web pages, and email. A full range of magnification levels are available up to 36x. Additional features include color controls and size adjustments for the mouse cursors and pointers. The DSS office has a limited number of licenses available – students should contact DSS for more information. 

• How to use ZoomText (Part 1)
• How to use ZoomText (Part 2)