Policies and Procedures

A student or prospective student who wishes to request disability accommodations or a formal review of disability documentation must submit a request for such services.

Information and forms to register for Disability Support Services can be found on the Apply for Disability Support Services web page. 

Disability Support Services requires students who register for services to present paperwork that describes their disability and its impact on educational experiences. The ADA defines a disability as a substantial limitation of a major life function. 

Documentation of disability provides a valuable tool for understanding how university courses, systems and facilities may present barriers and for planning strategies, including reasonable accommodations, which will facilitate access.

The types of documentation supportive of a request for accommodations may include medical records, psycho-educational testing or evaluations, and school assessments, among others. DSS may request additional documentation or information from the student to support the request for accommodations.

Documentation Guidelines: 

1. Documentation should be provided that includes a clear statement of the disability with any appropriate supporting data or information.
2. Medical or diagnostic documentation submitted by the student should be obtained from a licensed medical or health professional who has experience and expertise in the assessment and diagnosis of the particular disability. Any medical documentation must be signed by the medical or health professional and should include the names, titles, professional credentials, license number, addresses, phone numbers, and date of the document or report.
3. Documentation written by a family member will not be accepted.
4. Documentation for eligibility should be current, preferably within the last five years, but older data will be considered on a case-by-case basis. 
5. While not required in all cases, a summary of present symptoms including medical information relating to the student's needs, the status of the student's disability (static or changing), and its impact on the demands of the academic program, is recommended to help the University evaluate potential accommodations.
6. Narrative or descriptive text may be helpful for understanding the student's profile and providing both quantitative and qualitative information about the student's abilities. This includes any available psycho-educational reports and the use of medication, therapy, medical devices or other treatments.
7. While not required, documentation may include a summary of cognitive and achievement measures used and evaluation results including standardized scores or percentiles used to make the diagnosis if applicable.
8. Documentation that includes suggestions of reasonable accommodation(s) which might be appropriate at the post-secondary level may assist the University in identifying appropriate accommodations. Any recommendations should be supported by the diagnosis and clearly articulate how the identified accommodations address any functional limitations of the student in the post-secondary academic setting. While any recommended accommodations are considered by the University, the University retains the sole discretion to determine what accommodations may be provided on a case-by-case basis. 
9. Submitting record of receiving accommodations in the past such as a, Individualized Education Plan, or other accommodation plan can be helpful in approving accommodations by giving the evaluator information on what has been helpful in the past. The student may be requested to provide additional documentation if the disability related diagnosis is not included and verified by a medical provider within in the IEP or other accommodation plan.

Students should be aware that other universities may have different documentation guidelines and that testing agencies (which administer standardized tests such as the GRE and LSAT) require extensive documentation.

Note:  Educational Testing Service (ETS) tests such as the Praxis, which is used for teacher licensure and certification by states departments of education and other certification agencies, have specific documentation criteria for requesting accommodations.

To request accommodations for online classes, please contact a DSS staff member before the class begins. Intake interviews can be conducted online.  Appropriate documentation of disability will be reviewed by the Director or Coordinator. Accommodations will be determined on a case-by-case basis. 

 

Students who are eligible for alternative text, as determined by the Director or Coordinator, should follow these procedures:

1. In order to receive your materials in a timely manner, you should request your textbooks at least three weeks in advance of when you will need them.
   
2. You will need to sign our Alternate Textbook Agreement form. Request one if this was not done during your accommodation meeting. If you have signed one, it is available to view in Accommodate Portal.
3. DSS will contact the publisher to see if the book is available in electronic format.  If it is, we will get the book in E-text, which works well with Read and Write Gold.  In order to comply with copyright laws, we will need a copy of your sales slip. 
4. If the book is not available from the publisher, DSS will need your copy of the book to create the alternative text.  The campus print shop will chop the binding off the book.  The pages are scanned, and OCR.  The book will be rebound with plastic coiled rings. 
5. If the book is already available from our library, we will give you a copy of it as soon as we have made a copy of your receipt.

Note: DSS does not supply equipment which is considered to be a personal accommodation such as a wheelchair.

• Disability Support Services reserves the right to label equipment if it is supplied by Montana State University Billings.

• Students who qualify for equipment which is not personal must sign an equipment use agreement.

• Tables and/or chairs can be placed in classrooms to accommodate a physical disability as requested by a student.

• Assistive technology for on-campus use by students who are registered with DSS is located in the DSS offices in the College of Education, Room 135, and City College , Tech Building, Room A008.  Technology includes Dragon Naturally Speaking, Zoom Text, JAWS, CCTVs, Read and Write,  and assistive listening devices. Similar technology is also available in the library.  Check at the front desk to check out laptop computers with assistive technology or to be directed to other technology in the library.  

What is Remote Captioning?

Remote Captioning is a speech to text transcription system that provides real-time communication access to students who need alternative or additional support.  Remote captioning can be either a word-for-word transcription that produces a transcript similar to in-classroom CART services of a classroom meeting or a meaning for meaning transcript depending on what type of equipment the service provider is using. (CART vs. C-Print)

How It Works

The student uses a wireless microphone, laptop and internet connection provided by Disability Support Services (DSS) to access a real-time transcription website.  The instructor wears a lapel microphone.  Five minutes prior to the beginning of class the remote captionist dials in.  The student reads the transcript in real-time through the real-time transcription website.

Scheduling

It is suggested that you request Remote Captioning accommodations a minimum of four weeks prior to the start of each semester in order to facilitate arrangement of captioning by the first day of class.

The number of students using captioning, and the location of classes, may necessitate the purchase of additional equipment which can take up to four weeks for delivery.  DSS coordinates with the captioning company and the Information Technology Department.  Each classroom is tested with the captioning equipment and each instructor receives information about using remote captioning.  The captioning company arranges for a Captionist for each class.  This is a time-consuming process, which is why we require students to request the accommodation at least three weeks prior to the beginning of the semester. 

If you change your schedule before or after the start of the semester, notify DSS immediately to ensure continuity in Remote Captioning accommodations.  DSS cannot guarantee that captioning equipment can be taken down, moved, and set up within ten minutes, so students need to take that into consideration when scheduling classes back-to-back.

We also request that you provide copies of your syllabi to DSS so that DSS can provide class materials to the Captionist.

Absences and Class Cancellations

When a student receives Remote Captioning accommodations, DSS expects the student to attend all classes throughout the semester.  If you must miss a class, please give DSS 24 hours notice.  It is understandable that, in some situations, you may not be able to provide 24 hours notice; however, failure to provide any notice is considered a “no show.”  Three “no shows” can result in a temporary suspension of services until the student meets with the appropriate DSS staff person.  Students who do not attend class will not receive transcripts for that class period.

Additionally, if you receive information about class cancellations, test days, or other issues related to attendance and for which you do not require Remote Captioning, please notify DSS immediately.

Technical Problems

When technical problems occur you should attempt to contact DSS immediately at 657-2283.  We will try to resolve the issue quickly.  There may be instances, however, when DSS will not be able to resolve the problem.  A tape recorder will be kept with the captioning equipment so classes can be taped and transcribed.  The captioning company and DSS do not warrant that the services will be error free or uninterrupted.

Student Responsibilities

You may not distribute Remote Captioning notes to other students under any circumstances.  Remote captioning produces transcripts of the professor’s lecture and are therefore considered intellectual property. Students can email a copy of the transcript to themselves for use as a personal study tool.

Remote captionists transcribe, to the best of their ability, all spoken utterances in the classroom, including lecture and asides.  The student is responsible for all information on the overhead, board, and/or handouts.  This includes the spelling of vocabulary words.  The captionist will provide summaries of films and readings when it is technically possible.

Please note: The external classroom microphone may not pick up every student’s question.  If the Captionist cannot hear the question, it is the responsibility of the student to ask that the question be repeated.

Student conduct

We expect students who receive Remote Captioning accommodations to pay full attention during class.  Please do not study, email, or engage in other such activities when receiving Remote Captioning accommodations.

Equipment Usage

DSS will provide a laptop and wireless microphone for each class session.  The equipment provided to you by DSS is property of Montana State University Billings.  You may use the equipment for Remote Captioning only.

1. Students who are deaf or hard-of-hearing should provide documentation of disability and resultant need of interpreter services at least four weeks prior to registration for the upcoming semester in order to give DSS time to facilitate interpreting by the first day of class.

2. Scheduling and registration must be completed as early as possible in consultation with Disability Support Services.  Please make an appointment at least four weeks before the beginning of the semester to meet with DSS staff in order to discuss your schedule.

3. The DSS staff schedules an interpreter according to students’ class schedules. If a student misses three classes without notifying the DSS office prior to the beginning of class, interpreter services will be discontinued until the situation is reviewed in a meeting which includes the student, the interpreter, and the Director of DSS.  At that time, the student will need to complete an interpreter request form for all future classes

4. If you are aware that you will miss a class, please give DSS at least 24 hours notice.  If you will be late for a class, please notify DSS if possible.  If the interpreter is unaware that you will be late, he or she will wait in the class for fifteen minutes before leaving.  If a sudden family emergency occurs or if you wake up ill and are unable to attend class, please call DSS immediately.  The University provides the interpreter at no cost to you, so it is important that you are considerate in letting DSS know when you won’t need an interpreter.  Call the university campus at 406-657-2283 or the City College campus at 406-246-3029.

5. An Interpreter request for out-of-class, resident life activities or tutoring sessions, field trips or other class-related off-campus activities must be submitted at least 48 hours before the event.  An Interpreter will be provided if one is available. 

6. When presentations are being made, a copy of the speech and/or paper is to be given to the interpreter at least 24 hours in advance in order to prepare for voicing your presentations. 

Assistance and Emotional Support Animals

The University recognizes the importance of assistive animals, including service and emotional support animals, in providing necessary support to individuals with disabilities. Assistive animals may make participation in university programs and activities more accessible for students with disabilities and enrich the entire educational community. The University supports the use of assistive animals in university buildings, grounds, and facilities, consistent with these guidelines, University policies, and state and federal law. 

Information about service and emotional support animals on campus

• Service and Emotional Support Animal Policy
• Policy 323- Animals on University Property

Important Documents

• Service and Emotional Support Animal Agreement

• Emotional Support Animal (ESA) Application

• ESA Information

Questions and Reporting 

Questions regarding animals on University property or in University buildings or facilities should be directed to the Disability Support Services at (406) 657-2283 or Disability@msubillings.edu.   

Questions or concerns regarding assistive animals in University housing may be reported to Housing and Residence Life at (406) 657-2333 or Housing@msubillings.edu.    

Complaints or concerns regarding students with assistive animals on University property or in University buildings or facilities (other than in residence halls) should be directed to the Disability Support Services at (406) 657-2283 or Disability@msubillings.edu.   

Individuals with assistive animals who feel they have been discriminated against or harassed due to a disability may contact the Title IX Coordinator/Human Resources office at (406) 657-2117.

Complaints about animals on campus may be addressed with the University Police Department at (406) 657-2147.

If there are any safety concerns involving an animal, including a risk of danger to people or property, please dial 911.   

Emergency evacuation information and procedures can be found on the DSS Evacuation Procedures web page.

Disability Support Services reviews complaints by students regarding discrimination and/or harassment relating to disability accommodations in the classroom and physical access to facilities, and a student who believes he or she has been the subject of discrimination or harassment on the basis of a disability may make a complaint to the MSUB Director of Human Resources/Title IX Coordinator.  The policies and procedures for handling complaints of discrimination may be found on MSU's Discrimination Grievance Procedures  web page. DSS is happy to assist any student in connecting to the right offices to resolve concerns about discrimination, including:

Montana Human Rights Bureau
https://erd.dli.mt.gov/human-rights/
1625 11th Ave.
P.O .Box 1728
Helena, MT 59624-1728
(406) 444-2884