DHHS Student Policies and Procedures

• Inform your instructor that you are registered with our office and that you have been approved for academic accommodations.
• Indicate, and briefly explain, the specific accommodations that the UAC has approved for your use.
• Provide you an opportunity to begin communicating with your instructor about how to best implement your accommodations.

1. Letters must be requested each semester by filling out the Accommodation Letter Request Form on our website (uac.byu.edu - under "Forms") or by contacting the UAC front desk.
2. When your letters are ready, you will receive an e-mail notification from YMessage indicating that you have a new message. (You will access your electronic letters through your YMessage account.)
3. Click on the link(s) within your message to access your accommodation letters. Each link represents a letter (depending on how many classes you are enrolled in).
4. You can forward your accommodation letter(s) on to the primary instructor(s) of your course(s) by clicking on each link, scrolling to the bottom of the letter and clicking on the button "Send to Instructor Electronically."
5. After you have sent your letters electronically, if you would also like to hand-deliver hard copy letters to your instructors, download the letters as PDFs and print them out.

How to request providers --computer browser

1. Login to your DHHS account online at dhhs.byu.edu.
2. Open the Calendar view.
3. Go to the date of the event (the first day of the semester/term for classes).
4. Double click on the start time.
5. Fill in the required fields.
   
   1. For a class, be sure to enter the Course ID and Section.
   2. Enter the name of the class or event.
   3. In the “Service Type” dropdown menu, select the type of service you are requesting (i.e., Interpreters, Transcription, Cued Speech, or Other).
   4. If this is a recurring event (like a class) be sure to keep the start and end date the same and then
      
      1. In the drop-down menu that initially shows “Does not repeat” select “Weekly” and then check the boxes on the days the event repeats (like Mon, Wed, and Fri). Indicate continuing “until” and put the last day of classes (or the last day the event repeats) in the date field.
   5. If the actual Area of Study is not listed in the drop down menu, select one that is similar.
   6. Gender specification is seldom necessary, but is available for you to indicate if there is a compelling reason the provider(s) must be male or female.
   7. For the location, put the building and room number for the class or event.
6. Click submit and check to be sure the request shows up in the calendar view as expected. If it doesn’t show up, you may try refreshing the browser page or going to another week and then back to the week of the request.
7. Check back later to view the status of your request (colored dot or box). The status changes from red (request submitted), to yellow (service providers have been assigned), to green. When it is green, service providers have accepted the assignment and the request has been confirmed by the DHHS coordinator.

How to request providers --mobile device browser

1. Open the website at dhhs.byu.edu
2. Click on “Create a Service Request”
3. Fill in the required fields.
   
   1. For a class, be sure to enter the Course ID and Section.
   2. Enter the name of the class or event.
   3. In the “Service Type” dropdown menu, select the type of service you are requesting (i.e., Interpreters, Transcription, Cued Speech, or Other).
   4. If this is a recurring event (like a class) be sure to keep the start and end date the same and then
      
      1. In the drop-down menu that initially shows “Does not repeat” select “Weekly” and then check the boxes on the days the event repeats (like Mon, Wed, and Fri). Indicate continuing “until” and put the last day of classes (or the last day the event repeats) in the date field.
   5. If the actual Area of Study is not listed in the drop down menu, select one that is similar.
   6. Gender specification is seldom necessary, but is available for you to indicate if there is a compelling reason the provider(s) must be male or female.
   7. For the location, put the building and room number for the class or event.
4. Click submit and check to be sure the request shows up in the calendar view as expected. If it doesn’t show up, you may try refreshing the browser page or going to another week and then back to the week of the request.
5. Check back later to view the status of your request (colored dot or box). The status changes from red (request submitted), to yellow (service providers have been assigned), to green. When it is green, service providers have accepted the assignment and the request has been confirmed by the DHHS coordinator.

Policies Regarding the Use of Interpreters and Transcribers (“Providers”)

• Providers are to facilitate communication and cannot participate in discussions or activities or answer questions that are not related to the process of interpreting or transcribing.
• Requests for interpreters or transcribers must be submitted online
• more than 24 hours in advance of individual events and
• 2 weeks prior to the start of a semester or term for classes.
• If you are unable to attend a class or other event for which you have services, you are responsible to cancel the request online. If you are unable to cancel, contact the providers by text or contact the DHHS Coordinator.
• If you are going to be late, contact the service provider(s) to let them know to wait for you. Providers wait for 15 minutes for a class/event up to 60 minutes in length and 20 minutes for any class/event lasting longer than 60 minutes. Contacting the provider(s) will help to make sure services will be provided when you arrive.
• If you need to cancel services for any reason, such as class canceling or because you are ill or otherwise unable to attend, please cancel the request for that specific date in the online scheduling system. The system will notify the providers as well as the DHHS Coordinator that services are cancelled. This prevents you from having to make multiple contacts to let others know. Please do this as far in advance as possible so the providers can be made available to serve others during that time period.
• Providers must receive clearance from the DHHS Coordinator to provide services for any event, or in any place, other than that specified in an online request.

Tips for Using Sign Language Interpreters and TypeWell Transcribers

• Introduce yourself and your interpreters or transcribers to the professor or whomever you are meeting. This can help that person not feel nervous and provides an opportunity to ask questions about the interpreting/transcribing process. Tell him or her to speak to you directly and that the interpreters or transcribers will be relaying everything that is spoken.
• Let your interpreters or transcribers know if you prefer to speak for yourself, prefer to have them speak for you, or if your speaking preference may change depending on the situation.
• For transcription, make sure you have a good internet connection prior to the start of the class/event and open your web browser to the web address provided by your transcribers.

When to request Sign Language Interpreters and TypeWell Transcribers

• For regular classes, requests for communication services should be submitted as soon as you register for classes. Any requests for interpreters or transcribers received later than 2 weeks prior to the start of classes run the risk of not being filled by the time classes start and could take an additional 2 to 3 weeks after the start of classes to arrange.
• For events other than regular classes, submit requests for service providers as soon as you know you’ll need them. Putting off that request could result in there not being enough time to make the needed arrangements. The online DHHS system will not allow for requests to be submitted with less than 24 hours before the start time of the event. If you have a last-minute need arise, you may contact the DHHS Coordinator who can attempt to make arrangements for services if time permits.

For what events Interpreters and Transcribers may be Requested

• The UAC is able to directly take requests for services for classes and activities related to/required by classes for which you are enrolled as well as appointments with academic advisors. For other student services, request interpreters or transcribers through the office you will be attending and let them know they are welcome to contact our office to make those arrangements.
• You may request services for any BYU affiliated event by contact the hosting entity. For example, contact the Marriott Center for events occurring in the Marriott Center, or contact the hosting department for a guest lecture or seminar.

Transcripts

• Those using TypeWell transcription are provided a copy of the resulting transcript as a courtesy. This is often helpful for studying and reference. If you do not wish to receive transcripts, simply inform your transcriber(s) of that desire.
• We are unable to fulfill special requests with regard to formatting, printing, or other delivery of transcripts. Once you receive a transcript, it is expected that you will use that for personal reference. Distribution to others, including other students, is prohibited.

1. Visit uacnotetaker.byu.edu
2. Click Note Taker Request Form.
3. Check the "Request Note Taker" box for classes for which you would like a note taker.
4. Click "Submit Request" button.
5. Your request will be reviewed and approved by your UAC Coordinator.
6. The Volunteer Coordinator will email the students in your class sections to recruit a note taker.
7. The Volunteer Coordinator will contact you within 1-2 weeks with your note taker's information.

• Please make a new request at uacnotetaker.byu.edu as listed above for each new semester.
• Turning in a request form as soon as your class schedule is finalized will ensure the quickest turn-around time.
• If you drop a class, please inform the Volunteer Coordinator at uacvol@byu.edu.

What are ALD’s and Personal FM Systems?

How do I check them out?

When may I check them out and when do I return them?

Establish the Expectation

Request a Video Transcript

Important Information:

1. This accommodation allows you to register for classes of the next semester the first day registration is open to students.
2. It is ultimately your responsibility to check whether your priority registration status has been granted. Typically, the University Accessibility Center (UAC) sends out an email notification approximately two weeks before registration begins to inform you of your registration date.
   
   1. To manually check your registration date, complete the following steps: 1) Sign into myBYU from the BYU homepage; 2) Select "Register for Classes" in the "School" tab on the right side of the page; 3) Select the appropriate semester and view your "Registration Priority Date" towards the top of the section.
   2. Remember that your registration priority date will not be updated until a couple of weeks before the registration period begins, if at all. If your registration date does not seem to accurately reflect the priority date, it is possible that the system is not properly displaying your actual date, although you will be allowed to register on the first day. To be sure, you can contact the UAC and ask. Do NOT press the "Recalculate" link as this will reset your date to your original registration time even if the change is not visible to you.
3. There is no priority registration for Spring and Summer terms. You will NOT receive an email notice for Spring and Summer term registration.

Directions:

Other important information

Important Information:

• Although this accommodation doesn't work to reserve a specific seat for you, it does allow you to work with your instructor to sit near the front of the classroom for disability-related reasons.
• If obtaining a seat towards the front of the classroom becomes a problem, communicate with your teacher to work out a solution. As one possible solution, an instructor may make an anonymous announcement to the class to leave a few seats open in the front.

1. The most common, and the most preferred, type of documentation for auditory disabilities is an audiogram report. This should be a graph of hearing test results and may include other key metrics such as word recognition scores. This must be signed by the audiologist or physician who performed the testing to be accepted as documentation of a disability.
2. Accepted forms of documentation for other disabilities may include the Documentation of Disability Form, a report from a psychological evaluation, an individualized education plan (or 504 plan), or a letter from a medical doctor or counselor. A copy of the Documentation of Disability Form can be obtained from the UAC front desk or can be downloaded and printed from the UAC's homepage: https://uac.byu.edu (under "Forms").
3. Providing the UAC with current documentation will ensure that the process of receiving accommodations in future semesters will be as smooth as possible. Occasionally, documentation expires and needs to be renewed. Contact the Deaf and Hard of Hearing Coordinator with questions regarding documentation types.
4. The need for renewing documentation depends on the type of disability. For auditory conditions that are stable (such as hearing loss that is established as not improving), documentation is good indefinitely and does not expire. Beyond auditory disabilities, general guidelines are established for the following disability types: emotional disorders (documentation is good for 2 years), ADHD (5 years), learning disorders (7 years, or if tested after 16 years of age, lifetime), visual (lifetime, if stable), and physical health conditions (either 2 years or lifetime, if stable).