Students with supporting documentation of their disability may qualify for a variety of services from the SAS office. These services include, but are not limited to:
Each student who submits documentation to SAS is assigned to a staff member (e.g. Counseling Specialist or Assistant Director) who will meet with the student to review documentation and discuss accommodations. SAS professional staff are available to advise students with any disability-related concerns. SAS may refer students to additional resources on campus or in the community, as well as advise students on how to effectively apply their accommodations in the classroom and to engage in self-advocacy. Student Accessibility Services serves as a liaison between students, faculty, and staff in order to promote positive and effective communication on disability issues. SAS serves as a campus resource on Section 504 and the ADAAA and works to ensure that eligible students registered with SAS receive appropriate accommodations. SAS advocates for students with disabilities and also recognizes the need for all students to meet UTRGV’s academic standards.
Students are expected to acquire their own personal AT devices. However, some equipment, if in stock, may be checked out by eligible students on a first-come, first serve basis each semester. Students checking out equipment from SAS will be required to sign an Equipment Check Out form each semester. Equipment must be returned at the end of each semester or a student can check out the equipment again, for the following semester. Assistive technology equipment not returned at the end of the semester will result in a hold being placed on the student’s academic record. Students may be charged for lost or broken items.
Volunteer note takers play an important role in helping students registered with UTRGV Student Accessibility Services (SAS). Students eligible for receiving volunteer note taking services typically have disabilities which impact their ability to hear, write, concentrate, process auditory information, and identify the important information within a lecture. A volunteer note taker who takes quality notes ensures that students with disabilities have equal access to lecture material. Note taking assistance may include a volunteer note taker, or in select cases, a note-taker assigned by SAS.
A volunteer note taker can be any student enrolled in the same class who wishes to volunteer to provide this service. For students registered with SAS and approved for a volunteer note taker as an accommodation, an email will be generated through mySAS to each course instructor. This email will only be generated if the student has logged in to mySAS and selected “volunteer note taker” as an accommodation for his/her course(s). The email will provide directions for the instructor to make a class announcement regarding volunteers or to send an email to all class members. The SAS student should not be identified in any way during the class announcement or email communication.
If you are absent:
Having a volunteer note taker does not take the place of attending class. Volunteer note takers are not required to provide notes for extended absences or frequent absences. Please contact SAS for additional consultation.
If your volunteer note taker is absent:
If your note taker is not attending class or providing notes, please contact SAS as soon as possible so that we can speak to your instructor in order to identify a new volunteer note taker in your class.
Providing feedback:
If you find that your notes are not adequate, please contact SAS as soon as possible. We may be able to speak to your note taker and provide some feedback to him/her regarding the quality of the notes. In addition, it may be necessary to request a new volunteer note taker or discuss other accommodations.
At the end of each semester, a letter of recommendation can be provided to students who served as volunteer note takers. The note taker must email ability@utrgv.edu to request a letter of recommendation from SAS. Recommendation letters will not be provided automatically.
Volunteer note takers should:
Guidelines for notetaking:
Most students who need material read to them, such as for exams, will be provided with an electronic version of the test. However, reader services can be provided in those circumstances when an electronic version is unavailable. Scribe services are provided by SAS for students in need of assistance with writing during testing.
Students who are Deaf are provided with sign-language interpreters for all academic settings directly related to class (i.e., class time, class assignments, and instructor generated review sessions), as well as campus events. Students who are Hard of Hearing may also be eligible for sign-language interpreter services. Please contact SAS to schedule an appointment to discuss this accommodation.
The interpreter's role at UTRGV is to facilitate communication between the Deaf and Hard of Hearing student and the hearing persons in his/her educational environment. Interpreters should follow the Principles for Interpreter Behavior as outlined in the Board of Evaluators for Interpreters Handbook and the RID Code of Professional Conduct.
The interpreter may have to educate the student on the proper use of interpreters since some students may not have used interpreter services in the past. Interpreters should keep in mind that independence is the final goal for the student and should help to promote independence at every opportunity.
To request an interpreter, the student needs to complete an Interpreter Request Student Form at least 48 hours prior to the event. Please be sure to include:
Students may request that an interpreter be replaced for the following reasons:
Student has a concern with an interpreter, the following steps should be taken:
At the end of the semester, evaluation forms will be sent to interpreters, students, and faculty. Students may also complete an evaluation in the middle of the semester to provide useful feedback for the interpreter.
If a student is in a class in which the interpreter has not shown up, s/he should wait ten minutes, then contact the interpreter coordinator. A substitute will be sent if one is available. All interpreter no-shows will be documented and appropriate follow-up will be taken .
If a student does not show up, the interpreter should wait the appropriate time for the student to show up to class. Interpreters are encouraged to use their own judgment on the least disruptive place to wait for students. In case the student will be absent or late, s/he should contact the Interpreter Coordinator as soon as possible. If the student misses two (2) consecutive classes during the semester without notifying SAS, interpreting services will be suspended. To reinstate services, the student must meet with a SAS staff member. The student SHOULD NOT contact the interpreter assigned to his/her class through social media platforms (i.e. Facebook, Twitter, etc.) to inform them.
If the student receiving services will be arriving late for class, s/he should contact SAS at (956) 665-7005 or ability@utrgv.edu. If SAS is not contacted, the interpreter(s) will leave your classroom. The interpreter(s) should wait for 15 minutes for a class lasting less than 75 minutes and 30 minutes for a class longer than 75 minutes.
If no contact is made with SAS and the student does not show-up within the specified times, the interpreter(s) may be reassigned.
If the student has an appointment or meeting and will miss class, s/he should advise the Interpreter Coordinator as soon as possible about the planned absence. If leaving a message, please make sure to provide the following information:
Interpreters should not counsel or advise the student during or after the assignment. For example, dropping a course is an important decision that may affect a student’s academic standing status and the student should not turn to the interpreter for guidance. Dropping a course is a decision the student should make after consulting with the course instructor and/or an advisor.
The CART provider’s role is to facilitate communication between the Deaf and Hard of Hearing student and the hearing persons in his/her educational environment.
The provider may have to educate the student on the proper use of CART services since some students may not have used such services in the past. Providers should keep in mind that independence is the final goal for the student and should help to promote independence at every opportunity.
Students may request that a CART provider be replaced for the following reasons:
Request will be determined on a case-by-case basis.
Student has a concern with a CART provider, the following steps should be taken:
If a student is in a class in which the provider has not shown up or connected, s/he should wait ten minutes, then contact the interpreter coordinator. A substitute will be contacted if one is available. All CART provider no-shows will be documented and appropriate follow-up will be taken by SAS staff.
If a student does not show up, the provider should wait the appropriate time for the student to show up to class. In case the student will be absent or late, s/he should contact the Interpreter Coordinator as soon as possible. If the student misses two (2) consecutive classes during the semester without notifying SAS, CART services will be suspended. To reinstate services, the student must meet with a SAS staff member. The student SHOULD NOT contact the CART provider assigned to his/her class through social media platforms (i.e. Facebook, Twitter, etc.) to inform them.
If the student receiving services will be arriving late for class, s/he should contact SAS at (956) 665-7005 or ability@utrgv.edu. The CART provider should wait for 15 minutes for a class lasting less than 75 minutes and 30 minutes for a class longer than 75 minutes.
If no contact is made with SAS and the student does not show-up within the specified times, the CART writer may be reassigned.
If the student has an appointment or meeting and will miss class, s/he should advise the Interpreter Coordinator as soon as possible about the planned absence. If leaving a message, please make sure to provide the following information:
CART writers should not counsel or advise the student during or after the assignment. For example, dropping a course is an important decision that may affect a student’s academic standing status and the student should not turn to the CART writer for guidance. Dropping a course is a decision the student should make after consulting with the course instructor and/or an advisor. Thus, to insert their own opinion is clearly a violation of the Code of Professional Conduct.
Student registered with SAS may be eligible to receive alternate formats, as stated in the student’s accommodation letter, for textbook(s) and other course materials. If a student requests an alternate format other than that noted in the student’s letter, additional documentation may be required to support the new request. All materials will be processed in the order in which they are received, on a first-come, first-serve basis. Students are responsible for complying with all alternate format procedures.
Common alternate formats include enlarged texts, recorded texts, electronic texts or brailed course materials. SAS works with each student to provide an appropriate format. Textbook/print conversion is a time intensive process, especially for technical subject matter, and can require several weeks or even months to complete. Once the student has notified SAS of his/her enrollment in a course, SAS may ask the instructor for information about course materials in order to secure them in a timely manner. SAS offers resources necessary for students to convert their own materials.
Depending on student needs and eligibility, SAS can make printed material available in the following formats:
Students registered with SAS can request alternate format during the semester/module they are enrolled. It is the student's responsibility to follow these procedures to ensure materials are converted in a timely manner.
Requests for alternate format will be filled in the order in which they are received by SAS. When possible, SAS will first submit a request to the publisher for an accessible copy of the book. If the book is not available from the publisher, SAS will request publisher approval for reproduction of the content and the student will be required to submit a copy of the book.
The time required to produce alternate format will depend on the date of request, format of the book, and the format being requested from publishers. Students should check their UTRGV email for notices of when materials are to be picked up at SAS.
SAS will make every effort to give students their preferred format, although we cannot guarantee that the preferred format will be available. SAS decisions about which format to produce depend on many factors, including the date the material is presented to the office, the quality of the printed material, the volume of requested materials and the requested due date. SAS will convert the material and return it to the student as soon as possible.
Student Accessibility Services, in providing accessible materials, cannot produce copies of any material that is copyrighted without permission. Copyrighted material may not be copied and/or reprinted in any form without prior written consent from the copyright holder.
In order to complete the high-speed scanning process, books and course materials will be taken apart and scanned, previewed/edited and converted. Depending on the quality of print in the book, the preview/edit time will differ. Since the books are taken apart, there is virtually no resale value. SAS will re-bind the books upon request. The student has the option to provide SAS with quality photocopies of their assignments instead of having bindings removed from textbooks. The student may not revise, convert, disassemble, modify, sell, license, rent, loan or otherwise share the alternate format with any other person.
Students who are registered with SAS and are approved for accommodations on tests must comply with the following procedures.
The term, “test,” refers to all course assessments including quizzes and exams.
Students should provide their accommodation letter to instructors before requesting to test at SAS. Tests reservations should be made at least one full week (five 5 business days) before exam date. In order for SAS to acquire the tests in a timely manner and to ensure adequate space to proctor the test.
Students must complete an Alternative Testing Agreement online or at the SAS office for each “test” using the mySAS portal: https://utrgv.edu/mysas
Students are required to test at the campus where the course is located. In other words, if the course is located in Edinburg, the student will test at Edinburg SAS and not Brownsville SAS (and vice versa).
Students should submit their request 2 weeks prior to the test date by submitting both of the following forms:
SAS: Alternative Testing Agreement
COLTT: Center for Online Learning and Teaching Technology: Exam Proctoring Request
For example:
An online test is scheduled for September 15th but the test window (i.e. how long the test is “open”) is September 15 -25th. Student should submit a test request form no later than September 1st.
Students who are instructed to make arrangements for online tests with COLTT must follow COLTT test proctoring policy, guidelines, and responsibilities. Please see the following: https://www.utrgv.edu/online/_files/documents/proctoring/test_proctoring_policy.pdf
Students must submit an Alternative Testing form at least one full week (five 5 business days) before test date. The Alternative Testing form can be completed at the SAS office or mySAS portal link: https://utrgv.edu/mysas
Test Day
On the day of the scheduled test, the student should arrive at SAS prepared and ready to begin the test at the scheduled time.
If an instructor does not submit proctoring instructions, a student will not be allowed to take any items into the testing room. Items not allowed during a test may include:
If a student insists on using items not preapproved, they will not be allowed to take the “test”. The student has the option to take the scheduled “test” per proctoring instructions, or the student can make an attempt to contact the course instructor to allow additional items. If communication is not received, the student may contact their course instructor to reschedule the “test’. It will be the instructor’s discretion to reschedule any test.
It is the student’s responsibility to come prepared for the exam with the required testing materials which may include pencils, erasers, pens, calculator, Scantron and/or Bluebook. All calculators (including graphing calculators) with memory must be erased prior to beginning each test.
Missed Test Deadline
SAS will send an Alternative Testing Agreement Link to the Instructor after it is received from the student. The instructor should complete the form and provide specific proctoring instructions for SAS staff. If the instructor does not submit any proctoring instructions the student will not be allowed to take any items into the testing room.
When providing SAS with a digital copy of the test, instructors can attach exam files within the Alternative Testing Agreement form. The Instructor may also email and or reply to the original “Test Request” email sent from SAStesting@utrgv.edu. Alternately, instructors may make arrangements for SAS staff to pick up the test at their office or department.
Note: Arrangements for test pick-up times need to be made at least 24 hours in advance of the scheduled test time.
For alternate format of tests (audio, braille, enlargement, etc.), instructors need to provide the exam at least 48 hours in advance to SAS staff since the alternative format conversion process can be time consuming. When possible, electronic versions (PDF, Word, etc.) are preferred over hard copies. If exams are not sent in a timely manner to convert into the designated format needed for the registered SAS student, alternate testing arrangements will be made in collaboration with the instructor and student.
If an instructor requests for the test to be returned to the academic department, the test is delivered to the requested location and/or UTRGV staff or faculty. If instructions for delivery are not received the exam will be delivered to the instructor’s department. The Test Request form is signed and dated by the person receiving the test. The test then becomes the responsibility of the staff or faculty who signs the form, who will then ensure the test is given to the instructor.
On occasion, an instructor may authorize a student to test on a campus other than where the course is located. In such cases, the instructor provides the exam to SAS according to departmental procedures. Once the student has completed testing at SAS, the test is scanned to the SAS testing email and a copy is forwarded to the instructor. The scanned exam remains in the SAS testing email inbox until acknowledgement of delivery to the campus and department (designated by the instructor) is confirmed by SAS staff. In the event the instructor does not approve electronic transmission of the test, it will be delivered to the other campus depending on the availability of SAS staff traveling between campuses.
If a student arrives more than 15 minutes after the scheduled test start time, a reader/scribe may not be available. In such instances, SAS staff will contact the professor to inform of your late arrival for the exam and to discuss possible arrangements for the exam. The decision to reschedule a test is at the professor’s discretion.
Type | Definition |
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Reader | A reader is assigned by SAS to read the questions for exams and quizzes to a student who is unable to read the material independently. Most students will be provided with an electronic version of the test. However, a reader can be provided by SAS in those circumstances where an electronic version is unavailable or would be ineffective. |
Scribe |
A scribe is provided by SAS for students in need of assistance with writing responses on exams and quizzes. Typically, the need for a scribe is due to a physical condition that limits the student’s ability to independently write or use a computer keyboard to record exam responses.
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It is the student’s responsibility to notify SAS staff of any problems with testing accommodations at the time the problem occurs. For example, if the student has difficulty understanding or communicating with the reader/scribe, the student should notify SAS staff immediately.
A reader or scribe cannot be a tutor, volunteer note-taker, another student in the course, a relative, or other person who might potentially impact the test results.
All students testing at SAS are monitored via video and audio. The SAS Testing Center follows all standards of conduct expected of students enrolled at the University, including scholastic dishonesty and the Vaquero Honor Code, which are specified by the Student Conduct Code. ( https://www.utrgv.edu/hop/policies/stu-02-100.pdf)
In the event SAS staff observe a student engaging in suspected academic dishonesty while testing at SAS, the test proctor will verbally inform the student and request for the student to provide the test to the proctor. SAS staff will note the time and suspected dishonesty on the test request form. In the event a student refuses to provide the test to the SAS staff member, this will be noted on the test request form. In addition, the incident will be reported to Student Rights and Responsibilities (SRR). Suspected dishonesty during testing at SAS will result in the videotape, screenshot or other evidence being submitted to the instructor and SRR. The instructor will determine whether the student is/is not engaging in dishonest behavior during testing and will proceed accordingly.
Scholastic dishonesty includes but is not limited to: cheating, plagiarism, collusion, the submission for credit of any work or materials that are attributable in whole or in part to another person, taking an examination for another person, any act designed to give unfair advantage to a student or the attempt to commit such acts. Please refer to the Student Conduct Code for additional information.
Failure to comply with the Student Conduct Code may result in the student being referred to the Student Rights and Responsibilities office.
SOM students approved for accommodated testing through SAS are eligible to take tests at SAS by submitting test requests through mySAS according to SAS procedural guidelines. Any questions regarding accommodated testing may also be directed to SAStesting@utrgv.edu. Accommodation letters are provided by SAS to the SOM Assistant Dean for Assessment, Evaluation, and Quality Improvement, who oversees and coordinates SOM accommodated testing. Accommodation letters are also provided by SAS to the SOM Associate Dean for Student Affairs. SOM students should communicate in a timely manner with the SOM Assistant Dean for Assessment, Evaluation, and Quality Improvement regarding their testing accommodations. Any questions regarding accommodated testing may also be directed to SAStesting@utrgv.edu.