CONTRA COSTA COLLEGE
DISABLED STUDENTS’ PROGRAMS AND SERVICES
(DSPS)
INTERPRETING/CAPTIONING SERVICES
POLICIES & PROCEDURES
HANDBOOK
Revised 8/03/10
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CONTRA COSTA COLLEGE
DEAF AND HARD OF HEARING SERVICES
POLICIES AND PROCEDURES
The Disabled Students’ Programs and Services Office (DSPS) of Contra Costa College provides communication support services for registered students of Contra Costa College by contracting for note takers, sign language and oral interpreters, real-time captioning services, and/or by providing FM listening devices.
Policy in Brief (No. 1-15)
1. Interpreting/captioning services will only be provided to a student who has a verifiable disability and whose disability related functional limitations prevent him/her from hearing regular speech and lectures. Student must have a current audiogram on file with the DSPS office.
2. Students are required to meet with a DSPS counselor each semester to begin or continue receiving services from our office.
3. The Application for Interpreting/Captioning Services form must be signed by the DSPS counselor prior to the initiation of interpreter services.
4. The DSPS office will contact contracted interpreter agencies.
5. If a student does not attend the first class meeting, services for that class will be suspended.
6. Interpreters will wait only 20 minutes outside of the classroom for a student.
7. If the interpreter does not show or you cannot attend class, the student should contact the DSPS Office: (510) 235-7800 ext. 7220, or by e-mail to dspsoffice@contracosta.edu
8. It is the student’s responsibility to notify the DSPS office as soon as it is known he/she will be unable to attend class and at least 96 hours (4 days) prior to the class starting (when possible), so the interpreter can be notified of the cancellation.
9. The student must notify the DSPS office in writing of any class changes to the application for interpreter services; and those changes must be approved by the DSPS office prior to implementing modifications.
10. Students are not allowed to change services with the interpreter.
11. Students must maintain an active e-mail account and provide the DSPS office with their e-mail address.
12. Students must complete 75% or more of their units through to the last day in order to enroll in classes.
13. Students must maintain a 2.0 grade point average in all classes.
14. In the event that interpreting is not available we will provide captioning.
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15. Students must sign all Interpreter Confirmation of Service forms and all other required forms in order to receive services from the DSPS office.
Policy in Detail (No. 1-20)
1. Requirements to receive services:
Students must meet with the DSPS counselor at the beginning of each semester to obtain services. During the initial meeting, the student is required to bring an audiogram by a licensed audiologist or medical doctor verifying their hearing loss.
Students are required to have an active E-mail address and maintain that E-mail for the entire semester. The student must provide the DSPS office with that E-mail address. The student must inform the DSPS office of any changes to their E-mail address. The DSPS office and the student will communicate by E-mail for changes in their services during the semester. E-mail correspondence can and will sometimes be used to confirm services and make changes or adjustments in services. The student must receive an E-mail confirmation for any changes in services. It is important that the student answer all DSPS E-mails as soon as possible (in a timely manner). Failure to reply to DSPS E-mail correspondence can and will cause a suspension of the student’s services provided by the DSPS office.
Students needing interpreters or captioning services must notify DSPS during the first day of registration of their intent to register and provide the DSPS instructional assistant with a class schedule including their registration receipt to ensure that the appropriate and other services can be provided. It takes two weeks or more to find and assign an interpreter or other agency providing services.
Contracted interpreters and students must sign a Statement of Agreement to confirm that they have read and understand DSPS policies.
Students must complete and sign a semester application for interpreting/captioning services to confirm that they have read and understood DSPS policies. Students requesting a loan of the FM equipment must fill out and sign an Equipment Loan Contract. Real-time captioning is a form of interpreting and the same policies apply.
2. Interpreting and Captioning Service Priority:
Interpreting/captioning services will be provided by the following guidelines for priority:
1. Classroom (earliest requests are given first priority)
2. Classroom required activities (for credit courses only)
3. Student/Instructor meetings
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4. Approved classroom activities
Requests for interpreting services outside of the regular classroom hours must be
submitted in writing at least one week in advance and approval will depend on whether interpreters and funding are available. Requests must have complete information. The DSPS office is not funded for non-classroom related requests and is not responsible for paying for interpreters for non-classroom related College activities.
3. Conduct of Interpreters:
Interpreters will not engage in inappropriate behavior with students. Inappropriate behavior includes but is not limited to:
· Getting involved with the student on a personal level
· Enrolling in an assigned class
· Counseling or advising the student
· Tutoring the student
· Interpreting or explaining personal understanding/knowledge of what the
instructor is trying to convey
· Making special arrangements with the student regarding the work schedule
· Becoming a distraction for the other students or the rest of the class
· Expressing their own ideas or feelings about the topic/project being discussed in the class
· Becoming an aide for the student
· Taking class notes for the student
· Participating in classroom activities
· Gathering or providing materials for the student that are needed to complete a class assignment or project.
· Explaining anything to the instructor for the student when the student is not present in class (i.e. what the student said or did, why they are missing class, etc.)
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· Explaining anything said by the instructor while the student was not present
· Staying late for a student without contacting the DSPS office first
· Attending class on a day not scheduled for interpreting without notifying the DSPS office
· Making plans with the student without approval from the DSPS office
· Leaving the class early without contacting the DSPS office first
4. Interpreter/Captioning Absences:
If an interpreter or captioning services is unavailable to attend due to an illness or emergency, the interpreter should call as soon as possible and speak directly to the DSPS instructional assistant or a DSPS staff member in order to inform the office as to which class/or classes and times will be missed. Regardless of when the DSPS office is notified, the interpreter will not be paid.
Interpreters who are not from contracted agencies requesting substitutes from DSPS for reasons other than the above must get prior approval from the DSPS counselor. As consistency of interpreting is critical, requests for substitutes will be approved only for compelling reasons and when an appropriate substitute can be found. All substitute requests must be in writing and approved two weeks in advance. More than two unapproved absences may result in termination. An interpreter who has an unapproved absence from a class may not return to that class without talking to the DSPS instructional assistant (either in person or by E-mail).
5. Student Absences/Tardiness or Class Cancellations:
Students must notify the instructional assistant if scheduled interpreting/captioning services will not be needed. If the student is canceling for reasons other than illness, the student must notify the DSPS instructional assistant at least 4 days in advance. Any cancellation (for any reason, other than sudden illness) that comes into the DSPS office less than one hour before class time will be counted as a no show and documented as such.
Class session time varies according to the units assigned to each class and the semester the class is offered. A student who is tardy the equivalent of a class session is considered a no show. For example if you are registered into a 3 unit class and are tardy for a total of 3 hours you can be considered a no show.
If the student is a No Show for six hours of the same class, interpreter services for that class may be suspended.
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A student who does not show up for a class and has not called in must discuss the reason with the DSPS counselor. The interpreter/captioning service is not required or obligated to begin captioning if the student is not seated in class.
A student who is absent for the first class session of an academic term (semester, or summer or short-term session), and who has not notified the DSPS instructional assistant in advance will have his/her interpreting/captioning services suspended.
If the student misses two (2) classes during the term without informing the DSPS staff, the DSPS office will suspend services for that class until the student meets with the DSPS counselor to resolve the problem. If the student misses three (3) classes during the term without informing DSPS staff, interpreter/captioning services will be terminated for that class for the rest of the semester.
6. Interpreter Payment for Student Absences or Class Cancellations:
The interpreter will wait outside the classroom 20 minutes for the student to arrive. The interpreter is not required to take notes/or caption until the student arrives.
Should the student not appear at the end of the established waiting period, the interpreter should call the DSPS instructional assistant or come to the DSPS office immediately.
If the interpreter does not call in or reassignment is refused by the interpreter without a reasonable explanation, there will be no payment for that assignment. If the interpreter has concerns about a reassignment request, the interpreter is welcome to negotiate with the DSPS instructional assistant.
Assignments (outside of the interpreter’s regular schedule) that are cancelled by Contra Costa College within 48 hours or more prior notice shall not be paid. If the interpreter is notified with less than 48 hours of an assignment cancellation, the interpreter will be paid.
If a class is cancelled or a student drops a class, the interpreter should contact the DSPS office for reassignment. The DSPS office will make every effort to keep the interpreter’s schedule stable throughout the semester but it is possible that the classes will be dropped from the interpreter’s schedule.
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7. Attire:
Interpreters are to follow contracted interpreter referral agency dress code for the class and department they are assigned to.
8. Tests:
As tests are announced, Interpreters should verify with the instructor and the student to see if and how long they will be needed. If the interpreter will be free during the test time, please inform the DSPS office for possible reassignment.
9. Final Exam Week:
Interpreters will not automatically be assigned for final exams. During final exam week, all services are by request only. If the student would like an interpreter for a final exam, the student must contact the DSPS instructional assistant and fill out a written request form two weeks in advance.
10. Requests for Replacement from Deaf Students:
If a student is not satisfied with the interpreting/captioning service, the student should discuss the problem with the DSPS instructional assistant and the DSPS counselor. The student will be encouraged to first discuss the problem with the interpreter to see if the problem can be resolved. If the student is not satisfied after discussing the problem with the interpreter, the interpreter will be observed by a skilled interpreter prior to making a decision to replace the interpreter.
11. Request for Reassignment from Interpreters:
Interpreters who wish to withdraw from a permanent assignment must discuss the reasons with the DSPS instructional assistant. If the reasons given are ethical and compelling, the DSPS counselor will make the change as soon as possible. If the reasons relate to skill, the interpreter will be observed by a certified interpreter prior to making a decision to replace the interpreter. Pending a replacement, the employee is to remain in the assignment until notified by the DSPS counselor or the DSPS instructional assistant.
12. Time Reporting:
The minimum time per assignment is two hours. Any time after that is billed in quarter hour (15 minute) increments. No shows for classes are paid the full time if reported immediately after the waiting period. When classes are dismissed more than fifteen minutes early, interpreters are to notify the DSPS instructional assistant immediately to determine if the interpreter is needed elsewhere.
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13. Time Sheets:
When to Bill
Interpreters and captioning service providers shall submit a timecard or timesheet on a monthly basis to the DSPS office. Interpreters and captioning services should check the payment schedule or talk with the DSPS office about timecard due dates.
How to Bill
Interpreters shall submit a timecard, timesheet, or invoice on a monthly basis. The timesheet shall be provided by the office. Captioning services shall submit a timecard, timesheet, or invoice on a monthly basis. Information about the billing procedure and payment schedule shall be provided by the DSPS staff at the time of hire.
How to Pick Up Checks
Checks may be picked up at the Contra Costa College payroll office located on the second floor of the Administrative and Applied Arts (AA) building, Room 201. Other arrangements must be made through the payroll department at the following number: 510-235-7800 extension 4563.
14. Payment for Assignments:
Requests for interpreting/captioning services must go through the DSPS office. Any service provided without prior approval from the DSPS office will not be paid.
15. Documentation for Employee Personnel Files:
Evaluations are performed on a regular basis and documented in the personnel files. Interpreters and captioning services will receive a copy of any evaluation. If there is a problem with an interpreter’s performance, the DSPS instructional assistant will meet with the interpreter to discuss the problem informally. If the problem is not resolved, the interpreter will meet with the DSPS counselor again and the meeting will be documented in the personnel file. Any disciplinary action will be taken after two meetings with the interpreter and will be documented in writing for both the interpreter and the personnel file. The interpreter will receive a copy of any documentation that is put in his/her file.
16. Team Interpreting:
Team interpreters for breaks are used for classes over 1.0 hour (unless otherwise negotiated individually with the interpreter). In these situations, the interpreters involved are there to provide support and relief interpreting for each other. It is critical that interpreters not read or write during the assignment as they must be ready to support
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the other interpreter at any time. Leaving the room may be done only if necessary.
If possible, interpreters should arrive early to their first assignment and determine how both would like to handle backing up each other. Unless arranged differently with the DSPS office, both interpreters are to stay the entire length of the assignment. Interpreters should collaborate on sign choices and should not offer critique unless it is requested.
17. Observation of Interpreters:
Occasionally, interpreters may be observed on the job by the DSPS instructional assistant or an experienced interpreter. Observations will be arranged ahead of time and the instructor’s approval will be obtained. After an observation, the interpreter should meet with DSPS staff to discuss the results of the observation. These results will become part of the interpreter’s record.
18. Make-up Time for Lost Interpreter Service:
When an interpreter fails to show for a class, the DSPS office will provide a note taker, real time captioning, or a recording device to record the class lecture. The student should check out a recording device at the DSPS office at the beginning of the semester. The student will have a student in class record the class lecture. The taped lecture will then be transcribed by the DSPS office for the student. The DSPS office may also set up a special meeting with the instructor, student, and interpreter so the student can receive any missed information.
19. R.I.D Code of Ethics:
Contra Costa College endorses the Registry of Interpreters (R.I.D) Code of Ethics and expects all interpreters working for the College to follow the principles of this Code. (See Code of Ethics Attached).
20. DSPS Information:
Contra Costa College
2600 Mission Bell Drive
Student Services Center, Room 109
San Pablo, CA 94806
(510) 235-7800 ext. 7220
Fax (510) 234-1544
E-mail www.dspsoffice.contracosta.edu
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R.I.D. CODE OF ETHICS
INTERPRETER/TRANSLITERATER SHALL KEEP ALL ASSIGNMENTRELATED INFORMATION STRICTLY CONFIDENTIAL.
Guidelines:
Interpreter/transliterater shall not reveal information about any assignment, including the fact that the service is being performed. Even seemingly unimportant information could be damaging in the wrong hands. Therefore to avoid this possibility, interpreter/transliterater must not say anything about any assignment. In cases where meetings or information becomes a matter of public record, the interpreter/transliterater shall use discretion in discussing such meetings or information.
If a problem arises between the interpreter/transliterater and either person involved in an assignment, the interpreter/transliterater should first discuss it with the person involved. If no solution can be reached, then both should agree on a third person who could advise them.
When training new trainees by the method of sharing actual experiences, the trainer shall not reveal any of the following information: name, sex, age, etc. of the consumer; day of the week, time of day, time of year the situation took place; location, including city, state or agency other people involved; unnecessary specifics about the situation. It only takes a minimum amount of information to identify the parties involved.
INTERPRETER/TRANSLITERATER SHALL RENDER THE MESSAGE FAITHFULLY, ALWAYS CONVEYING THE CONTENT AND SPIRIT OF THE SPEAKER, USING LANGUAGE MOST READILY UNDERSTOOD BY THE PERSON(S) WHOM THEY SERVE.
Guidelines:
Interpreter/transliterater are not editors and must transmit everything that is said in exactly the same way it was intended. This is especially difficult when the interpreter disagrees with what is being said or feels uncomfortable when profanity is being used. Interpreter/transliterater must remember that they are not at all responsible for what is said, only for conveying it accurately. If the interpreter/transliterater's own feeling interferes with rendering the message accurately, he/she shall withdraw from the situation.
While working from Spoken English to Sign or Non-audible Spoken English, the interpreter/transliterater should communicate in the manner most easily understood or performed by the deaf and hard of hearing person(s), be it American Sign Language,
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Manually Coded English, finger spelling, paraphrasing in Non-audible Spoken English, gesturing, drawing, or writing, etc. It is important for the interpreter/transliterater and the deaf or hard of hearing person(s) to spend some time adjusting to each other's way of communicating prior to the actual assignment. When working from Sign or Non-audible Spoken English, the interpreter/transliterater shall speak the language used by the hearing person in spoken form, be it English, Spanish, French, etc.
INTERPRETER/TRANSLITERATERS SHALL NOT COUNSEL, ADVISE, OR INTERJECT PERSONAL OPINIONS.
Guidelines:
Just as interpreter/transliterater may not omit anything which is said, they may not add anything to the situation, even when they are asked to do so by other parties involved. An interpreter/transliterater is only present in a given situation because two or more people have difficulty communicating, and thus the interpreter/transliterater's only function is to facilitate communication. He/she shall not become personally involved because in doing so he/she accepts some responsibility for the outcome, which does not rightly belong to the interpreter/transliterater.
INTERPRETER/TRANSLITERATERS SHALL ACCEPT ASSIGNMENT USING DISCRETION WITH REGARD TO SKILL, SETTING, AND THE CONSUMERS INVOLVED.
Guidelines:
Interpreter/transliterater shall only accept assignments for which they are qualified. However, when an interpreter/transliterater shortage exists and the only available interpreter/transliterater does not possess the necessary skill for a particular assignment, this situation should be explained to the consumer. If the consumers agree that services are needed regardless of skill level, then the available interpreter/transliterater will have to use his/her best judgment about accepting or rejecting the assignment.
Certain situations may prove uncomfortable for some interpreter/transliterater and clients. Religious, political, racial or sexual differences, etc., can adversely affect the facilitating task. Therefore, an interpreter/transliterater shall not accept assignments which he/she knows will involve such situations.
Interpreter/transliterater shall generally refrain from providing services in situations where family members, or close personal or professional relationships may affect impartiality, since it is difficult to mask inner feelings. Under these circumstances, especially in legal settings, the ability to prove oneself unbiased when challenged is lessened. In emergency situations, it is realized that the interpreter/ transliterater may
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have to provide services for family members, friends, or close business associates. However, all parties should be informed that the interpreter/transliterater may not become personally involved in the proceedings.
INTERPRETER/TRANSLITERATERS SHALL REQUEST COMPENSATION FOR SERVICES IN A PROFESSIONAL AND JUDICIOUS MANNER.
Guidelines:
Interpreter/transliterater shall be knowledgeable about fees which are appropriate to the profession, and be informed about the current suggested fee schedule of the national organization. A sliding scale of hourly and daily rates has been established for interpreter/transliterate in many areas. To determine the appropriate fee, interpreter/transliterater should know their own level of skill, level of certification, length of experience, nature of assignment, and the local cost of living index.
There are circumstances when it is appropriate for interpreter/transliterater to provide services without charge. This should be done with discretion, taking care to preserve self-respect of the consumers. Consumers should not feel that they are recipients of charity. When providing gratis services, care should be taken so that the livelihood of other interpreter/transliterater will be protected. A free-lance interpreter/transliterater may depend on this work for living and therefore must charge for services rendered, while persons with other full-time work may perform the service as a favor without feeling a loss of income.
INTERPRETER/TRANSLITERATERS SHALL FUNCTION IN A MANNER APPROPRIATE TO THE SITUATION.
Guidelines:
Interpreter/transliterater shall conduct themselves in such a manner that brings respect to themselves, the consumers and the national organization. The term "appropriate manner" refers to: (a) dressing in a manner that is appropriate for skin tone and is not distracting; (b) conducting oneself in all phases of an assignment in a manner befitting a professional.
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INTERPRETER/TRANSLITERATERS SHALL STRIVE TO FURTHER KNOWLEDGE AND SKILLS THROUGH PARTICIPATION IN WORKSHOPS, PROFESSIONAL MEETINGS, INTERACTION WITH PROFESSIONAL COLLEAGUES AND READING OF CURRENT LITERATURE IN THE FIELD.
INTERPRETER/TRANSLITERATERS, BY VIRTUE OF MEMBERSHIP IN OR CERTIFICATION BY THE R.I.D., INC. SHALL STRIVE TO MAINTAIN HIGH PROFESSIONAL STANDARDS IN COMPLIANCE WITH THE CODE OF ETHICS.