DSS Handbook Centre for Adult Learning Professional ... · 2014 V 1.3 7...

Disability Support Service

Student Handbook

2014-‐2015

Centre for Adult Learning & Professional Development

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Table of Contents

YOUR CONTACTS WITHIN THE UNIVERSITY 4

DISABILITY SUPPORT SERVICES TEAM 5

REGISTERING WITH DSS 6

How to Register with DSS 6

EVIDENCE OF DISABILITY 6

DISCLOSURE 7

Why do staff need to know about my disability? 8

How are staff told about my Disability? 8

What if I don’t want anyone to know about my disability? 9

What if I change my mind? 9

Disclosure without Consent 9

Case Management Group 9

ACCESS ON CAMPUS 10

ACCESS TO LIFTS ON CAMPUS 10

SUPPORTS FOR ALL STUDENTS 11

Centre for Adult Learning and Professional Development 11

Learning Support 11

ASSISTIVE TECHNOLOGY 12

TextHelp – Read & Write Gold 12

MindGenius 12

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ASSISTIVE TECHNOLOGY AREA 13

Sound-‐proof booths 13

REASONABLE ACCOMMODATIONS IN EXAMINATIONS 13

Official University Examinations Sessions 14

In-‐class/In-‐term/In-‐house Assessments 14

Electronic Reader in Examinations 15

EXTENDED LIBRARY LOANS 15

DEADLINE EXTENSIONS 15

DSS COMPLAINTS PROCEDURE 15

Student Services

Your contacts within the University

Disability Support Service Tel: 091 492813 Fax: 091 495542 Email: [email protected] Counselling Service Tel: 492484 or 087 6644299 Email: counselling nuigalway.ie Student Health Service Tel: 091 492604 or 091 495637 Email: [email protected] Chaplaincy Email: [email protected] Tel: 091 495055

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Disability Support Services Team NUI Galway actively promotes widening participation and inclusion of under-‐represented groups in higher

education.

The university positively values the participation of students who have a disability, significant on-‐going illness or

specific learning difficulty. We are committed to the provision of an inclusive and equitable learning environment

which enables students to become independent learners and successful graduates.

The shared vision of Student Services which inspires our actions is:

'Every NUI Galway student will be supported to actively engage with the university experience to maximise their

potential for learning and leadership for life and work.'

We provide supports to almost 500 students who are registered with our service.

Our office in Áras Uí Chathail is open:

Monday to Friday 9:15am -‐ 12:30pm and 2:30pm -‐ 4:00pm.

Contact us at:

Location: Áras Uí Chathail, first floor, room 216.

The lift is on the left-‐hand corridor through the front entrance of the building.

There are 3 disabled parking bays outside the front entrance and 1 at the back entrance.

Email: disability.service nuigalway.ie

Tel: 353 (0) 91 492813

Fax: 091 495542

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Registering with DSS To avail of supports from the DSS you must register with the service. We recommend you register as soon as you

commence your studies in NUI Galway.

If you have significantly reduced mobility or if you have a sensory disability and require either an ISL interpreter or

alternative format, please contact us before starting your course to allow us time to put supports in place for you.

The Disability Support Service provides supports to students with the following disabilities: • ADD/ADHD • Autism Spectrum Disorder, including Asperger’s Syndrome, • Blindness/ Visual Impairment • Deafness/ Hard of Hearing • Dyspraxia/Developmental Co-‐ordination Disorder • Mental Health Conditions • Neurological Conditions • Physical Disability • Significant Ongoing Illness • Specific Learning Difficulty, including Dyslexia and Dyscalculia

How to Register with DSS

1. Provide DSS with evidence of your disability. You can post, email or drop in your documentation to our office in

Áras Uí Chathail.

2. When we have received your evidence of disability, we will make an appointment for you to meet one of our

staff for an individual needs assessment. Students on distance learning programmes who do not attend college

during our offices hours may be able to arrange a needs assessment via telephone.

3. To allow DSS arrange your supports and accommodations you must sign a Disclosure Consent Form. DSS can

email the form to you and you can return it to us by email, fax or post.

Phone (091) 492813,

Email: disability.service nuigalway.ie or

Call in to DSS in Áras Uí Chathail.

Evidence of Disability

All students need to need to provide evidence of their disability to register with DSS and receive reasonable

accommodations based on an individual needs assessment.

Please note: General Practitioner (GP) letters are not accepted as suitable medical evidence.

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You can hand-‐in, email, fax or post your evidence of disability to our office in Áras Uí Chathail. We need your

evidence of disability before we can arrange a needs assessment meeting with you.

If you do not have appropriate evidence of your disability, you should forward the ‘Evidence of Disability Form'

(see Appendix One) to your Medical Consultant or Specialist to ask him/her to complete it.

You may NOT need to complete the Evidence of Disability Form, if:

• you have a Specific Learning Difficulty. Students with Specific Learning Difficulties (SLD) (e.g.

dyslexia) should provide a copy of their most recent Educational Psychology Report. The

report must confirm a diagnosis of dyslexia or other SLD and contain an assessment of

cognitive ability and attainments in literacy and/or numeracy.

Disclosure

When a student discloses a disability, staff will use this knowledge to assist the student to realise his/her full

potential.

Information about disability is classed as ‘sensitive personal’ data and will be processed in accordance with the

Data Protection Acts 1988 & 2003 and the University’s Data Protection, Data Handling, Date Categorisation and

Data Retention Policies.

DSS will store your Evidence of Disability and other documentation in electronic format on the DSS Database and

may also maintain a paper file in a secure cabinet in our office. We also add a ‘note’ to your student file on the

student records system to allow us keep accurate, complete and up-‐to-‐date lists of all students who register with

us. Only staff in DSS and the student recorders system administrator can view this ‘note’; it is not visible to other

users of the student records system.

Your university transcript will not include any information on your disability, significant on-‐going illness or specific

learning disability.

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Why do staff need to know about my disability?

The University has a duty under the Disability Act 2005, the Equal Status Acts 2000 & 2004 and the University Act

1997 to make reasonable accommodations for students with disabilities. In order to provide you with appropriate

supports and exam accommodations relevant members of staff, such as course leaders, lecturers, tutors,

administrators in NUI Galway and organisations/individuals outside the university such as exams boards, funding

bodies and external placement providers need to know about your disability.

With your permission, we may also disclose your disability to other student services from whom you may wish to

receive supports, for example, , the Counselling Office, the Mental Health Support Worker and the Case

Management Group (see Guidance on Disclosure for additional information on the types of disclosure we make).

The reason for sharing information will normally be:

• To make reasonable accommodations to meet individual needs

• To facilitate University communication in respect of disability issues

• Statistical monitoring and national returns (for example to the HEA or AHEAD)

• To ensure health and safety

• As may be required by law

How are staff told about my Disability?

The most common way of informing staff about your needs is the Learning Educational Needs Summary (LENS).

However, we may also email, meet with or phone colleagues to advise on disability related issues.

What is a Learning Educational Needs Summary (LENS)?

The Learning Educational Needs Summary (LENS) is a summary of the supports you need at university, relating to

your disability. When you register you will have a needs assessment meeting with a staff member in DSS to draw

up a LENS. When you have given your written consent to disclosure, your LENS will be emailed to you and to your

programme co-‐ordinator to share with your lecturers and tutors.

DSS and your School highly recommend that you email your lecturers a copy of your LENS at the start of each

semester, or hand a copy of your LENS to your lecturers yourself; this way, you know your lecturers have seen

this document. Many lecturers prefer students to share their LENS in this way, as it allows them to identify

students who may need reasonable accommodations during the semester.

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What if I don’t want anyone to know about my disability?

You may choose to keep all information about your disability entirely confidential so that information cannot be

disclosed to any other person. It is your right to do this, but please be aware that the University will be restricted

in its ability to meet your needs. If you choose not to disclose, some or all of the supports you need may not be

put in place.

What if I change my mind?

If you decide you want to make information about your needs either more or less confidential, contact DSS to

arrange a meeting. You can complete another Disclosure Form with your Disability Support Contact Person.

Disclosure without Consent

In exceptional circumstances, such as a risk to someone’s life or criminal investigation, the University may be

required to break a confidentiality request.

The university has a duty of care to students, staff and others, such as clinical and educational placement

providers, which takes precedence over confidentiality where there is serious threat to the health and safety of a

student or others.

Where disclosure without consent is deemed necessary, you should be informed of the intended actions;

however, protecting your safety and the safety of others takes precedence.

Case Management Group

The university has established a Case Management Group to take a team-‐based approach to managing the

support for students identified as being at a high level of risk to themselves or others.

A key worker may be allocated to work with students who are not engaging with the supports offered and/or

students who may be accessing multiple supports to coordinate their effective use of available support services in

the university.

A Student will normally be advised by DSS if a member of our staff is referring them to the Case Management

Group.

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Access on Campus NUI Galway is carrying out an access audit of the South Campus to identify and prioritise improvements to access.

The university aims to minimise difficulties posed to students with mobility difficulties on campus. Accessibility is

concerned in the design of our new buildings and improvements are factored into renovations to existing

buildings. However, some older or temporary buildings may be less accessible. Contact the Disability Officer if you

identify a barrier in the physical environment on campus.

Access to Lifts on Campus

Many of the lifts on campus may be used by all students. However, some lifts operate by swipe card access.

If you have significantly reduced mobility, DSS can disclose your name and student ID numbers to the Security

Office to activate swipe card access to the lifts on campus. Then you can use your NUI Galway student ID card to

use lifts with restricted access.

If you have any difficulty using a lift on campus, you can contact the Security Office at 091 493333.

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Supports for All Students

Centre for Adult Learning and Professional Development

Programme Academic Coordinator

Programme academic cordinators are members of the academic or administrative staff who are dedicated to

providing academic services and support. Every programme is appointed a programme academic coordinator who

is a personal contact for your programme for the duration of your studies in NUI Galway. Your coordinator will be

in touch with you on programme start, however you are also encouraged in week one or two of the semester to

introduce yourself and to arrange a meeting.

DSS Supports

Learning Support

DSS deliver learning support in small group sessions throughout the autumn and spring semesters. Our learning

support tutors have many years experience working with students with disabilities in higher education. Our

programme of learning support workshops is tailor-‐made to enable students make a successful transition to third

level education. Our aim is to assist students develop their skills in independent learning, time management,

organisation, communication and information technology.

Students who attend groups sessions may arrange a one-‐to-‐one follow session with one of our tutors by

contacting DSS at [email protected] .

• Time Management & Organisation

• Learning Styles

• Effective Reading Strategies

• Writing Skills

• Revision Strategies & Examination Techniques

Link to DSS on-‐line resources: http://www.nuigalway.ie/disability/group_training.html

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Assistive Technology

Assistive technology is technology used by individuals with disabilities in order to perform functions that might

otherwise be difficult or impossible.

DSS has purchased site licences for softwares that can assist students in carrying out course work and assessment

more effectively.

TextHelp – Read & Write Gold

TextHelp – Read & Write Gold is specialist literacy software that assists students to read, write and make texts

accessible. It also has functions that assist students with study skills and research. The software has a text-‐to-‐

speech function which allows you to listen while it reads on-‐screen text. Many of the functions can be used to

edit and proof-‐read your written work. The university has a site license for TextHelp-‐Read Write Gold and it is

available in many of the PC suites.

MindGenius

MindGenius mind mapping software is a brainstorming and planning tool that provides an effective and efficient

way to capture, visualize and use the information. MindGenius can be used to brainstorm, plan and organise

projects, assignments and essays.

MindGenius can also be used for study and revision in preparation for assessment and examinations. The

university has a site licence for MindGenius and it is available in many of the PC Suites.

MyStudyBar

When you are studying off-‐campus, you can avail of MyStudyBar, a tool which helps overcome problems that

students commonly experience with studying, reading and writing. The tool consists of a set of portable open

source and freeware applications, assembled into one convenient

package.

Link,to find out more about MyStudyBar

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Assistive Technology Area

The Assistive Technology Area is located on the ground floor of the James Hardiman Library.

In a large open access area, there are general study spaces, computers on height-‐adjustable desks, a CCTV

machine, which magnifies the pages of books and other documents and a low-‐level photocopier.

Sound-‐proof booths

There are three sound-‐proof booths, each equipped with a computer, a scanner and a height-‐adjustable desk. The

booths can accommodate two people, so that users are able to work with a personal assistant if necessary.

Students may reserve booths in advance by entering their details on the booking schedule in the AT area. A

maximum stay of two hours per study session applies and students requiring specific software applications have

priority. Please note the booths are also used as examination venues and may not be available for general use

during examination sessions.

Reasonable Accommodations in Examinations

Reasonable accommodations in examinations are put in place to ensure students with disabilities are treated

fairly and equitably in the examination process, that they compete on an equal footing with their peers and that

they can demonstrate their true knowledge and competence.

DSS and the Examinations Office have adopted guidelines developed by the Disability Advisors’ Working Network

(DAWN) in 2012. DAWN is a network of disability advisors from over 25 higher education institutions in Ireland.

DAWN produced guidelines to reflect good practice internationally and to ensure consistency nationally in

granting examination accommodations to third level students.

Your individual exam accommodations will be agreed during your initial registration with DSS and will be

documented in your Learning Educational Needs Statement (LENS).

Examples of Exam Accommodations include:

• Extra Time (10 mins per hour)

• SLD Sticker and Marking Guidelines

• Electronic Reader

• Adapted Furniture

• Alternative Format

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Official University Examinations Sessions

DSS and the Centre for Adult Learning and Professional Development put in place reasonable accommodations at

end-‐of-‐term examinations which take place during official university examinations sessions. All students receive a

examination timetable for their end-‐of-‐term examinations. This is provided by the programme administrator.

Please note:

1. Agreed accommodations will be automatically applied to all official, end-‐of-‐term university exams.

2. Your examination accommodations will remain unchanged for the duration of your course unless you

request a review meeting.

3. DSS and the Centre for Adult Learning and Professional Development will review your examination

accommodations if you do not use the accommodations you have been granted.

Inform the programme administrator if you defer an examination so that invigilators are not assigned to

unused examination venues.

Checking your Exam Timetable

When you receive your examination timetable, it is your responsibility to check the information is complete and

accurate.

1. Always check the amendments for changes to the exam date, time or venue.

2. If an exam is missing from your timetable, contact your lecturer: it may be an in-‐house assessment.

3. If the examination requires the use of specialist software like, CAD, you must sit the examination in the

venue assigned to your class group.

In-‐class/In-‐term/In-‐house Assessments

In-‐class and in-‐term assessments may be arranged by individual lecturers and may take place at any time during

the semester. Information on in-‐class assessments will not appear on your examination time-‐table.

Reasonable accommodations in, in-‐class and in-‐term assessments are arranged by individual lecturers and

Schools. If you need reasonable accommodations in an in-‐class or in-‐term assessment, you must discuss this with

the lecturer concerned well in advance of the assessment date. You can do this after the lecture, during the

lecturer’s office hours or by emailing your lecturer. Provide your lecturer with a copy of your LENS when you

discuss your needs with him/her, because it confirms your registration with DSS and contains information

relevant to your request.

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Electronic Reader in Examinations

Students who are granted the use a reader in examinations must attend training in the use of TextHelp Reader.

TextHelp (or Read Write Gold) is specialist software that can read aloud text in electronic format.

Training in the use of TextHelp Reader will be available in advance of the autumn and spring exam sessions.

Training will be advertised by email to students’ NUIG account and on DSS notice boards.

Extended Library Loans

Students who register with DSS may avail of extended library loans. To arrange this reasonable accommodation,

DSS must disclose your student number to a member of the library staff.

Students who are eligible for extended borrowing are described as ‘Assistive Technology Service Users’ on the

library webpage on ‘Borrowing and Renewing’ and may borrow 7 books for 14 days.

Deadline Extensions

DSS encourages all students to work towards achieving course deadlines. However, some students may have

difficulty meeting a deadline as a result of their disability.

DSS cannot grant students deadline extensions. If the need arises, you must contact the lecturer concerned to

request a deadline extension. DSS highly recommend you do this by email well in advance of the initial deadline.

You should remind the lecturer that you are registered with DSS (and attach a copy of your LENS). Explain briefly

why you need to request an extension. Suggest a reasonable alternative deadline. Your lecturer will determine if a

deadline extension is a reasonable accommodation under the circumstances and may agree an alternative

deadline with you.

DSS Complaints Procedure

In the event that you are dissatisfied with our service, please contact the Disability Officer in the first instance.

She will contact you to arrange a meeting to discuss the issue and try to reach a resolution.

If your complaint is not resolved to your satisfaction, the university has a Student Complaints Procedure.

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Appendix One

EVIDENCE OF DISABILITY

Instructions for Completion: ■ This form provides verification of the student’s disability and helps to determine appropriate supports at third level, undergraduate or postgraduate.

■ All students must complete this form with the exception of the following:

• If you have a specific learning difficulties (incl. Dyslexia), you must provide a full psycho-‐educational assessment completed by an appropriately qualified psychologist.

• If you have an existing report completed by the accepted Medical Consultant/Specialist. The report must contain the same detail as the Evidence of Disability Form.

■ This form must be completed by the accepted Medical Consultant/Specialist (see table below).

Type of Disability Accepted Medical Consultant/

Specialist

Asperger’s Syndrome/Autism Appropriately qualified psychiatrist/psychologist who is a

member of their respective professional or regulatory body

Attention Deficit Disorder/

Attention Deficit Hyperactivity

Disorder

Appropriately qualified psychiatrist/psychologist who is a

member of their respective professional or regulatory body

Blind/Vision Impaired Ophthalmologist/ Ophthalmic Surgeon

Deaf/Hearing Impaired Professionally qualified Audiologist

and/or ENT Consultant

Dyspraxia

Appropriately qualified psychologist and Occupational

Therapist/ Physiotherapist who is a member of their

respective professional or regulatory body

Mental Health Condition Psychiatrist

Neurological Conditions

(incl. Brain Injury,

Speech &

Language Disabilities)

Neurological Conditions: Neurologist or other relevant

Consultant

Speech & Language Disabilities: Speech and Language Therapist

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Significant Ongoing Illness

Epilepsy: Neurologist Diabetes Type 1: Endocrinologist Cystic Fibrosis (CF): Consultant respiratory physician or paediatrician Gastroenterology Conditions: Gastroenterologist Others: Relevant consultant in area of condition or Consultant Registrar/Registrar

Physical Disability Orthopaedic Consultant or other relevant Consultant such as a

Rheumatologist or Paediatrician

Specific Learning Difficulty

(incl. Dyslexia)

Enclose a full psycho-‐educational assessment completed by an

appropriately qualified psychologist

Other Disabilities Relevant medical consultant/specialist

■ This form must be stamped by the Medical Consultant/Specialist or accompanied by the Medical

Consultant/Specialist’s business card or headed paper. If the form is not verified as outlined then the evidence of

disability will not be considered.

■ Evidence from a General Practitioner/family doctor or support organisation will not be accepted as verification

of a disability.

■ It is the student’s responsibility to ensure that all sections of the Evidence of a Disability form are completed.

Remember to keep a photocopy for your personal records.

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Please complete all sections below in TYPE or BLOCK capitals:

1. Student Details

Title and Full Name of Student

Date of Birth

College ID Number

2. Medical Consultant/Specialist

Name and Title of Consultant/Specialist

Phone (including area codes)

Position/Professional Credentials

Date of Report

Date of diagnosis/ onset of disability

3. Disability Information

Disability Type (please tick primary disability):

Asperger's Syndrome / Autism o

ADD/ADHD o

Blind/Vision Impaired o

Deaf/Hearing Impaired o

Dyspraxia o

Mental Health Condition o

Neurological Conditions

(incl. Brain Injury, Speech

and Language Disabilities) o

Significant Ongoing Illness o

Physical Disability o

Specific Learning Difficulty

(incl. Dyslexia) o

Other Disabilities o

Please state the specific name of the disability (if relevant):

Please state if there are any other disabilities

4. Outline the history and detail of the disability. Confirm if the condition is congenital or

acquired; and if it is permanent, temporary or fluctuating.

5. Will the condition remain static, have periods of relapse/remission or is it progressive.

6. Describe measures currently being taken to treat the disability (e.g. medication,

therapy etc.)

7. If the applicant is Blind/Vision Impaired, state the visual acuity scores and field of

vision loss.

8. If the applicant is Deaf/Hearing Impaired state the level of hearing loss

(decibels db). You must also attach the audiogram.

9. How does the disability/medical condition impact on the applicant’s ability to study

and participate in school/college (e.g. impact on school attendance, ability to engage

with the curriculum, examination performance etc)?

10. What recommendations would you make for reasonable accommodations/supports

to enable equal participation in Higher Education (e.g. adaptive equipment, examination

accommodations etc.)?

_____________________________ Date ____ / ____ / ___________

Consultant’s signature

Official Stamp: This form must be stamped by the Medical Consultant/Specialist or accompanied by

the Medical Consultant/Specialist’s business card or headed paper. If the form is not verified as outlined then

the evidence of disability will not be considered.

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