UAC

What I Need to Know if I Use the Volunteer Program

VOLUNTEER POLICY

University Accessibility Center (UAC) encourages and relies on the services of many volunteers each semester for the success of several of its programs.

— Volunteer Programs Offered Through UAC

• Accessible Book Creations (ABC). Volunteers read texts onto tape for students with visual and learning disabilities
• Classroom Note Taking. Volunteers take notes for students with physical and learning disabilities. Each note taker volunteers for one class during the semester/term.
• Live Reading. Volunteers read in person to a student with a visual or learning disability.
• Campus Travel. Volunteers help students with mobility impairments around campus by carrying books, etc.
• Reading/Scribing Tests. Volunteers assist students with learning and physical disabilities by reading tests or writing as the student with the disability dictates the answer.
• Typing. Volunteers type papers upon request for students with physical and learning disabilities.

— Recruitment of Volunteers by Volunteer Coordinators

Prior to the beginning of the new semester, the volunteer coordinators actively begin to recruit volunteers.

• Former Volunteers. All volunteers from the preceding semester will be invited to continue to participate in one of the volunteer programs.
• Advertisement. During the last weeks of the preceding semester and through the current semester, flyers advertising for volunteers will be sent to each department on campus and through Student Life for distribution on bulletin boards across campus. The volunteer coordinators create and distribute the flyers.
• HBLL Booth. During the first two weeks of the new semester, volunteer coordinators will staff a booth outside the Harold B. Lee Library where they will pass out flyers and volunteer applications. The booths are scheduled through Space Utilization.
• Commitment Necessary. Volunteer coordinators and other UAC staff recruiters stress the necessity of volunteers being committed to providing service to the student with a disability.
• Volunteer Screening. As each volunteer comes to UAC to sign up, one of the UAC staff and/or one of the volunteer coordinators will visit with the prospective volunteer and explain the requirements and expectations of the program. At this initial meeting, UAC staff screen the volunteer for the appropriateness of his/her choice for service. Every effort should be made to place the volunteer in a suitable position.

• Training Manual. As part of their volunteer commitment, each volunteer should read the Volunteer Training Manual. These training manuals are no more than four to five pages. They describe the responsibilities of the volunteer position and were created to provide direction for the volunteer.
• In-person Training. Some of the volunteer positions (VRP and Note Taking) require some in-person training. The VRP offers training on the reading procedure, recording the texts, and how to operate the tape machines. This training lasts approximately 30 minutes. The note taking program provides a one-hour workshop that all note taking volunteers are required to attend.

— Scheduling of Volunteers

• Readers, Scribes, Typists. Volunteer coordinators match the requests of the students with disabilities to the interests and availability of the volunteers.
• ABC Volunteers. Volunteers are referred to the ABC program. ABC supervisors become responsible for training and evaluating ABC volunteers.
• Note Takers. Volunteer coordinators match the schedule of the student requesting services with the skills and availability of the volunteers. If the student with a disability needs a note taker with special skills (foreign language, etc.), then coordinators take this into consideration when recruiting and matching volunteers. If no note taker with the special skill is available, the coordinator should contact the department where the subject is being taught. Peer note takers in the same class as the student needing services may be recruited.
• Posting of Information. Once the student and the volunteer have been matched, the class information (name of class, time, section number) will be posted with the volunteer's name, phone number, and best time to be contacted. Identifying information of the student with the disability will not be posted. Coordinators give each volunteer the name of the student they are to take notes for (and their class information) during the volunteers training.
• Student-Volunteer Contact. Coordinators also will contact all the students who have applied for note taking services to let them know when their requests have been filled. The student is responsible for coming in to the office or calling UAC for the name and number of their volunteer. The student then contacts the volunteer to arrange a first meeting.

— Evaluation of Volunteers

• Assessment. Throughout the semester the coordinators will check with the students with disabilities to assess if their note taking needs are being met. As problems arise, the coordinators will report concerns to the graduate assistant advisor. If the problem is complex or considered serious, coordinators will report directly to the full-time advisor responsible for the program.
• Changes in Assignment. If a note taker is considered unsuitable for an assignment, every effort will be made to discuss and resolve the situation with the student with the disability and the note taker. If no resolution is made or the staff in UAC believe that a change in assignment is necessary, the note taker will be reassigned.
• Evaluation. At midterms and finals, coordinators will evaluate each note-taking team. Each student with a disability and the corresponding note taker will be contacted to discover if the note taking assignment is working well. A survey will be conducted not only to assess the success of the program but also to locate areas of weakness.

GENERAL POLICIES

1. Signing Up. Upon volunteering for service in UAC, the volunteer should visit with a member of the UAC staff (422-2767). Each volunteer should fill out the Volunteer Information Sheet.
2. Accessible Book Creations (ABC). Those individuals who are interested in the ABC should be referred to 1502 WSC. Staff in UAC should explain the requirements to serve as a volunteer in the ABC (the times the ABC is open and the training requirements).
3. Other Programs. For volunteers who are placed in any of the other programs: Note Taking, Typing, Campus Travel Assistance, Live Reading, and Test Scribes will be contacted with their assignment in a timely manner.
4. Initial Contact. Volunteer note takers will be given the name of the student and the time of the class they are responsible to cover. The student with a disability is responsible to contact the volunteer and arrange the first meeting. In some circumstances, UAC will arrange the first class meeting.
5. Information. All other volunteers will be provided with the information necessary for them to serve. Volunteers will receive the name of their clients, the times they are needed, and the nature of their assignment.
6. Training. All volunteers, regardless of service area, will receive training. ABC volunteers will receive their training at the ABC. Other volunteers will receive their training through the UAC office. Volunteer positions have a training handbook explaining their duties and responsibilities. The note taking volunteers also will be required to attend a note taking workshop. This workshop usually will occur within the first four weeks of the semester. The goal of the training program is to aid them in their service and to be enjoyable to all involved.
7. Reliability. Volunteers must be reliable. The volunteer gives essential services in providing the only access to certain educational opportunities.
8. Provision of Service. Volunteers are required to provide only the service they offered to provide. Volunteers are not required to provide transportation, counseling, food, etc., for the student.
9. If Client is Ill. Note takers are not required to enter the classroom without the client. Note takers are required to wait for the client 15 minutes per 50-minute lecture. The note taker is not to take notes during the client's absence.
10. Volunteer typists should have at least a 48-hour turnaround time to complete a typed assignment. For a longer paper, the volunteer may require much longer. Students with disabilities who use the volunteer typist services should give the typist the finished draft. The typist should not write or edit the paper in any wayCthere are other resources on campus for the student to use to obtain this assistance.
11. Feedback. Twice during the semester (midterms and finals) volunteer coordinators will contact volunteer note takers and the students who are using the service. A survey will be conducted to ascertain the effectiveness of the service. Both volunteers and students may provide feedback in order to improve the program. Participation in the evaluation process is vital for the development of the service.
12. Assignment Changes. If during the course of volunteering, the volunteer or student with a disability feels uncomfortable with an assignment or can no longer participate, volunteer coordinators should be contacted as soon as possible. Every effort will be made by UAC to resolve the situation. When appropriate, new assignments or changes in assignments will be made.
13. Absences. If a volunteer is going to be absent and unable to participate in their assignment, they should notify UAC and the client at least 24 hours in advance. In cases of emergency, please notify UAC as soon as possible and staff will notify the student and find a temporary replacement. For those volunteers serving at the ABC, contact the ABC directly so staff can assign the recording booth to another volunteer.