DHH Student Handbook for Real Time Captioning
These procedures are to help you better understand our policies when utilizing
realtime captioning services. If you have any questions or concerns about your
accommodations, contact the Deaf and Hard of Hearing (DHH) coordinator.
DRC Contact Information
DHH Communications Coordinator
Nita Vazquez
Office Phone: 909 979 5539
Cell/Text/Emergency: 951 961 4647
Email: jlvazquez@cpp.edu
Director
Tracee Passeggi
Office Phone: 909 869 5257
Email: tpasseggi@cpp.edu
Disability Resource Center Front desk
Phone: 909 869 3333
Email: drc@cpp.edu
How to get started
A meeting with your assigned intake counselor must be completed before receiving services. Once approved, you must
meet with the DHH coordinator to go over realtime captioning policies and procedures and sign the Realtime Captioning
Policies and Procedures Contract
Requesting accommodations each quarter
It is the responsibility of the student to submit a request for their accommodations for each course at the time of
registration. A request must be made via email to the coordinator confirming registration of each class. Once confirmed,
the coordinator will proceed with scheduling.
Priority Registration
Priority registration (PR) is given to all DHH students to allow ample time scheduling captioners. Frequent schedule
changes will cause a disruption of the captioning schedule and may result in delay of services the first week of classes.
Habitual schedule changes (3 consecutive quarters) after priority registration will result in the loss of your priority
registration privileges.
Email & Phone
Provide the coordinator with your cell phone and CSU email address for necessary communication relating to captioning
services. All email communication will be sent to your CSU email address.
Attendance
It is our policy that the student be present to receive services. No captioning will be performed while you are not in class. It
is your responsibility to find out what information you missed if you are late or if you decide to leave class early.
Always contact the coordinator if you are not attending class or if class is cancelled.
Late: After 30 minutes with no communication from the student, the captioner will
assume you are not coming to class and will leave. To request the captioner to wait, you
must contact the coordinator’s cell phone.
No shows: If you have 3 consecutive “no shows” to a class without notifying the
coordinator, it will be assumed that you have dropped the class and a realtime captioner
will not be returning to your class. You must meet with the coordinator to reinstate your
services and reasonable accommodations will be made in the interim. You will get a
warning email after your second no show. To avoid suspension of services,
communicate all attendance matters with your coordinator prior to class starting.
Class Cancellations
If the teacher announces a class cancellation, please contact the coordinator immediately. Do not contact the captioner
directly.
Tests & Midterms
In the event that there will be a midterm or test given and you feel you will NOT need captioning, please email the
coordinator and include the test date(s) information so the coordinator can confirm with your captioner. Test dates are
often indicated in your course syllabus. No action is needed if you want to use your accommodation during an exam.
Finals Week
Captioners are not scheduled to work during finals week. If you need a captioner for your final, please contact the coordinator
to request accommodations and arrangements will be made.
Lecture transcripts
Your accommodation includes receiving a copy of the lecture transcript. Transcripts will be sent to you via email prior to
your next scheduled class. This will allow the captioner a reasonable amount of time for editing. Contact the coordinator
for any issues tied to your lecture transcripts.
The lecture notes are for the student’s own study purposes only. Notes are not to be distributed
to peers or to the professor, this is against our policy. Distributing notes is against the campus
wide Student Conduct Code and will be reported to Judicial Affairs, no exceptions.
Attentiveness
It is your responsibility to pay attention to the lecture while in class. Sleeping, texting or other distractions will result in an
immediate stoppage of services, and lecture transcripts will not be supplied. Lack of attention while receiving captioning will
result in a reevaluation of your need for services.
Cell phones
The use of cell phones or any other electronic device that distracts from lecture and captioning services is prohibited.
Captioner Request Form
If your accommodation includes captioning for events outside of the classroom: such as office hours, tutoring, group
projects, student services or campus activities please fill out a request form or email your request to the coordinator. If it is
a last minute request, the coordinator will make a reasonable attempt to fulfill the request.
** all captioning requests must be submitted 3 working days in advance **
Professionalism
Students and realtime captioners are expected to maintain a professional relationship while working together. If there are
any issues with your captioner, please try to address issues with your captioner first. If you do not feel comfortable doing
so, or the matter has not improved, contact the coordinator as soon as possible so the matter can be addressed in a
timely manner.
Please use caution when disclosing personal information to your realtime captioners. Privately meeting outside of class for
non-captioning reasons, getting involved with your captioner on a personal level, buying or accepting favors (gifts, food,
etc) is considered inappropriate and not acceptable. Any conduct that threatens or endangers the health or safety of
any employee of the university, including physical abuse, threats, intimidation, harassment or sexual misconduct
will be taken seriously and reported to Judicial Affairs.
If you feel that your captioner is not acting within their professional role, please contact the DHH coordinator immediately.
Do not wait until the end of the quarter.
If you need to speak to someone about any personal information, counselors are available on campus for discussing
personal issues at Student Health and Counseling Services in building 66-116.
Realtime Captioner Responsibilities
The realtime captioner is there to facilitate communication between the Deaf or Hard of Hearing student and Cal Poly
Pomona staff, faculty and students through captioning via the laptop. The realtime captioner is not responsible for
voicing for the hearing-impaired student. Additionally, realtime captioners are not responsible for reminding you of test
dates, homework, and/or project assignments, deadlines, etc.
The realtime captioner is expected to have their equipment set up and ready by the time class starts. If you are late, the
realtime captioner is not responsible for any information you missed. The realtime captioner is not required to explain any
lecture information. If you do not understand the discussion/lecture you should raise your hand and ask the instructor to
repeat the information. If the instructor does not finish talking about his/her ideas or does not finish his/her sentences or
tell jokes that you do not understand, it is the responsibility of the realtime captioner to take down what is spoken, even if
it causes confusion. Remember, your realtime captioner can only hear and caption one person at a time. You may have
to raise your hand and explain to the instructor or classmates that you are missing information.
If you have any concerns that arise with any of your captioners, contact the coordinator immediately.
Student Responsibilities & Contract
I agree to the above policies and my responsibilities as a user of captioning services. I understand that breaking any terms
of these procedures could result in a suspension of services, or re-evaluation of services, or a report to judicial affairs for any
misuse of services.
I agree to professional and respectful working relationships with my captioner(s) and DRC staff.
I agree to the Student Conduct Code (dsa.csupomona.edu/judicialaffairs) and I understand that if I do not abide by the code
it is grounds for reporting to Judicial Affairs AND possible suspension or termination services.
Should I dishonor this contract, the management staff of Disability Resource Center has the right to discontinue services
and will determine other appropriate accommodations for me.
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Student Signature
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Date