This policy, in accordance with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, and Title II of the ADA, ensures that students with disabilities receive equal access to academic content through note-taking services as a reasonable accommodation. Provided by Student Accessibility Resources (SAR), these services support students whose disabilities impact their ability to take comprehensive notes during lectures or other academic activities. Note-taking services serve as a supplemental resource to enhance learning but do not replace the student’s responsibility to attend class, actively engage, and take personal notes to the extent possible.

General Guidelines for All Note-Taking Support Services

  • Note-taking services are provided to students who are registered with SAR and have been approved for this accommodation.
  • Requests for note-taking services must be submitted every semester.
  • Students are expected to attend class regularly. Notes are supplemental and do not take place of attendance.
  • Students are still expected to take class notes to the best of their ability.
  • Notes are for the student’s use only. They are not to be duplicated and distributed to others.
  • Students must respond to all SAR email correspondence regarding note-taking service requests. Failure to respond will delay services.
  • Failure to follow the guidelines for note-taking support may result in suspension of services.

Eligibility

Eligibility is determined by the Student Accessibility Resources (SAR) office based on:

  • A review of appropriate medical, psychological, or neuropsychological documentation.
  • An interactive process with the student to assess their specific academic needs.


Audio Recording Lectures

 House Bill 233/Section 1004.097, Florida Statutes

This policy establishes guidelines for students with disabilities to use audio recordings of lectures as an accommodation to ensure equal access to educational content, in accordance with Florida law, which permits all university students to audio record lectures.  While all students are permitted to record lectures, students with disabilities who require additional support should submit a request through the SAR office.

Usage Guidelines & Restrictions

  • Audio recordings are for personal academic use only and must not be shared, distributed, or used for any non-educational purposes.

  • Students must agree to refrain from reproducing, sharing, or publicly posting recorded content.

  • Instructors may restrict recording during discussions involving confidential or sensitive information.  If this occurs, the student should reach out to SAR for assistance.

  • Guest speakers or external presenters may refuse permission to be recorded.

  • Students should delete or securely store recordings after the completion of the course.

  • Unauthorized retention, sharing, or misuse of recordings may result in disciplinary action under the UWF academic policies.

  • Failure to follow these guidelines may also result in suspension of services.


Automated Note-Taking Services

This policy ensures that students with disabilities have equal access to academic content through automated note-taking services (e.g., Otter.ai, Genio) as a reasonable accommodation.

Request Process

  1. Accommodation Request:

    • Students must submit a request for automated note-taking through the SAR office.
    • The request should specify whether they will be using a personal account (e.g., Otter.ai) or a university-provided service.

  2. Instructor Notification & Privacy Considerations:

    • Instructors will be notified of the approved accommodation.
    • Students using automated transcription tools must agree not to share or distribute recordings or transcriptions without prior approval.

  3. Technology & Accessibility Support:

    • If students require institution-provided access to an automated note-taking service (e.g., Otter.ai), the SAR office will coordinate access.
    • If needed, the SAR office will provide guidance on the best practices for using note-taking software in various learning environments (e.g., lectures, group discussions).

Usage Guidelines & Restrictions

  • Use of Transcriptions:

    • Transcripts generated by automated note-taking software are for personal academic use only.
    • Students may not distribute or publish transcripts without written instructor consent.

  • Limitations of Automated Note-Taking:

    • Students should be aware that speech-to-text accuracy may vary due to background noise, technical issues, or course content complexity.
    • It is recommended that students review and edit transcripts for clarity and accuracy.
    • Students are expected to attend class regularly. Notes are supplemental and do not take place of attendance.
    • Students are still expected to take class notes to the best of their ability.
    • Instructors may restrict recording during discussions involving confidential or sensitive information.   If this occurs, the student should reach out to SAR for assistance.

SAR & Faculty Responsibilities

  • Faculty may not unreasonably deny the use of automated note-taking.  Any concerns about the use of automated note-taking in the classroom should be discussed with SAR staff.
  • Faculty should ensure that students can access lectures in a format compatible with automated note-taking software (e.g., clear audio, use of microphones in large classrooms).
  • Faculty may be asked to wear a lapel microphone to assist with the automated note-taking process.


Appeal & Grievance Process

  • If a request for note-taking is denied, the student may appeal through the SAR office complaint process.
  • Students may request an alternative accommodation if note-taking is not effectively meeting their needs.
  • If a student believes their rights under the ADA have been violated, they may file a complaint with the U.S. Department of Education’s Office for Civil Rights (OCR).



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