REAL-TIME TRANSCRIBING PROCEDURES
Services for Students with Disabilities welcomes you to Oregon State University.
Please use the SSD office as a resource; your comments and feedback are also
appreciated. The following information is intended to help orient you to SSD
service provision guidelines. Please contact Jo Alexander, Coordinator: Deaf
and Hard of Hearing Access Services at 737-3670 or
Jo.D.Alexander at orst.edu. if you
have questions or concerns.
Prior to the First Day
¨ Professors are notified prior to the first day of
class that a student has requested real-time transcribing in the class.
Letters contain information about the logistics of transcribing, the physical
demands of transcribing, the student’s right to confidentiality, requests for
syllabi and course materials, and other related information.
¨ Facilities Services is notified of the room
assignments for classes in which real-time transcribing will occur, and SSD
requests that a chair for the transcriber be reserved in that room. Please
notify the Coordinator of Deaf and Hard of Hearing Access Services if the
physical arrangement of the room hinders the transcribing process.
¨ At your request, books will be borrowed from the OSU
bookstore for the classes in which you are transcribing. Every effort is made
to obtain used copies; however, if the book is new and is damaged during the
time it is on loan to you, the bookstore will charge you for damages.
¨ “Service Vehicle” parking permits are purchased by
SSD for transcribers, and will be provided to you prior to beginning work at
Working with the
Technology Access Department
Ron Stewart, Technology Access Specialist, (phone: 737-7307, pager:
507-2821, email: Ron.Stewart at orst.edu
) is your primary contact person for equipment and closed captioning related
issues. The following information may be revised, at the discretion of the
Technology Access Specialist.
¨ You are responsible for the equipment on loan to you
by the Technology Access Department.
¨ Do not add or modify programs on the computer.
Computers on loan from the Technology Access Program are to be used only for
OSU classes and activities.
¨ Equipment will be checked out to you in the Communications Media Center, Kidder 109, on a term-by-term basis. Prior to the
beginning of the term, you will receive an inventory list. The anticipated
(2) laptop computers
(1) computer stand
(1) surge protector
(1) 15 ft. extension cord
(1) roll of gaffer’s tape
(6) Velcro straps
(1) satchel on wheels
(6) sheets of carbonless paper
The equipment must be returned to Kidder 109 on or
before the last day of Finals Week of the term.
¨ Do not allow the student to modify programs or use
the equipment for activities that are not
related to the class. Students are not permitted to
assist in the set up and breakdown of equipment.
¨ If you experience equipment failure while
transcribing in a class, please use the “backup plan” discussed in the Positioning
and Equipment section below.
¨ Please report any problems with the equipment as
soon as possible to Ron Stewart.
When Classes Begin
¨ Upon your arrival to the classroom, enter and begin
to set up your equipment.
¨ Select a location for set up of equipment near the
front of the classroom that considers the preferences of the student as well as
¨ Choose a location with an electrical outlet away
from the main flow of traffic in the class. Fire codes do not permit
electrical cords to be permanently taped to the floor.
¨ Position yourself with “one ear toward the
instructor and one ear toward the class.”
¨ Have a “back-up” plan for equipment failure while
transcribing during a class. SSD has carbonless note paper available for your
Working With the
¨ Introduce yourself to the instructor and explain
that you are a transcriber hired by SSD to provide real time communication
access to a student in the class.
¨ Do not discuss the student or the student’s
disability with the instructor. To do so would violate the student’s right to
¨ Request a copy of the syllabus from the instructor,
if one has not been provided by the Coordinator of Deaf and Hard of Hearing
¨ Please refer the instructor to the Coordinator in
SSD if s/he expresses concerns about the process.
Working With the
¨ Establish an optimal way to maintain contact with
the student at the beginning of the term.
¨ If the student is a “no show”, remain in the class
and transcribe the lecture. This will allow you to remain current with the
class vocabulary and context, and will avoid disruption of the class during
breakdown of equipment.
¨ Please inform the Coordinator of Deaf and Hard of
Hearing Access Services when a student is absent from the class. A repeated
pattern of absences may result in suspension of services, at the discretion of
the Director of SSD.
¨ Do not allow the student to type personal comments
to you during class.
¨ It is the student’s responsibility to make requests
for transcribing services through the SSD office. Requests for meetings with
instructors and advisors, instructor-led study sessions, group project
meetings, and University events which are open to students and/or the public are
examples of activities that will be approved for transcribing. It is,
however, important that you not accept extra assignments without prior approval
from the Coordinator of Deaf and Hard of Hearing Access Services.
¨ Your role in the classroom is to provide real-time
communication access. Please see the Registry of Interpreters for the Deaf
Code of Ethics, which provides guidelines to the ethical standards expected
of OSU real-time transcribers.
¨ After class, edit the transcript and send it to the
student as an email attachment. SSD will pay for one half hour of editing time
per hour of class. Transcripts should be available to the students by the end
of the class day.
If You Are Ill
¨ If you are ill or know that you will be unable to
attend your scheduled classes, notify the SSD
office as soon as possible by calling 541-737-4098
or by emailing
Disability.Services at orst.edu
, and cc Jo.D.Alexander at orst.edu
. Classified temporary
employees are not eligible for “sick leave”.
Time Sheets and
¨ Time sheets must be turned into the SSD office no
later than the tenth of the month. You will be paid once a month, on the last
working day of the month.
¨ If you fail to turn in your time sheet by the tenth
of the month, your paycheck will be delayed until the last working day of the
¨ You will be paid for services which are canceled
with less than twenty-four hours advance notice.
¨ Please fill out your timesheets carefully. Indicate
whether your hours are for class-related transcribing, University events, or
closed-captioning work through the Technology Access Program.
¨ Please contact the Coordinator of Deaf and Hard of
Hearing Access Services if you need any additional assistance in working with a
professor, setting up equipment in the classroom, or obtaining additional
materials that would be useful in preparing for the class.
¨ Please notify the Coordinator of Deaf and Hard of
Hearing Access Services immediately if your schedule is causing any symptoms of
Overuse Syndrome (i.e.: pain, tingling in fingers, numbness, muscle weakness,
etc.). Your health is important to us!
¨ Real-time transcribing is a new service offered to
students at Oregon State University. Your feedback and suggestions for improving the
service will be appreciated.
Copyright Material: Oregon State University, Services for Students with Disabilities. August, 2001
G:\SSD\Jo\RTT PROVIDER POLICIES August, 2001