Center for Educational Access
Policies and Procedures for
Providers of Note-Taking Services
Revised August 2011
Thank you for agreeing to provide note-taker services for a student with a disability. Some students have
disabilities that prevent them from being able to take effective and complete notes during class. These
disabilities may or may not be readily apparent to another person, but their eligibility to receive note-taking
services has been documented and authorized by the Center for Educational Access (CEA).
This handbook was written to provide note-takers with information about the importance of their role, as well as
the details as to how it should be performed. Note-takers should be familiar with all of the material and
University policies covered in this handbook. This handbook, revised in August 2011, supersedes ALL
previously published note-taker handbooks.
If you have questions, comments, or concerns after reviewing this handbook, please contact the CEA at
479/575-3104, or e-mail email@example.com. The CEA office is located in ARKU 104 and our office hours are
Monday through Friday 8:00 am to 5:00 pm. Additional information is available on our website:
The CEA Staff
The Role of the Note-taker
The role of the note-taker is to provide an e-mail with his/her notes typed out or, in some cases, a copy of
his/her handwritten class notes for a student(s) with a disability. In doing so, the note-taker facilitates
equivalent access to class information available to all students, with or without disabilities. It is not acceptable
to refer a student with a disability to NoteHall or any other paid service for a copy of your notes.
Note-taking services are supplemental and are not meant to be instructional. Students with disabilities should
not use note-taking services as their sole means of study for the course. Class attendance, participation in class
discussions, course readings, handouts, a student’s own class notes, and discussions with the professor of the
course together constitute essential elements of study for a course.
Students with disabilities should not request the note-taker to engage in roles that are unrelated to note-taking.
Note-takers are not an additional professor or instructor of the class. Students should not ask the note-
taker to repeat information from the instructor of the class, nor should they ask the note-taker to meet
after class to explain concepts, information, or other class material from the day. Students should not ask
the note-taker to clarify the syllabus, classroom policies, assignments, exam material, and related
classroom issues. For each of the above-mentioned situations, the student should consult the professor of
record for the course.
Note-takers and students with disabilities should not engage in extraneous relationships with each other.
While the CEA understands that some students with disabilities have friends who provide note-taking
services, it is imperative to keep social relationships separate from the responsibility to provide notes.
Students should not ask the note-taker to meet outside of class except to exchange notes, if needed.
Furthermore, students should not ask the note-taker to engage in activities or behavior not related to the
provision of notes.
The Process of Note-taking
It is the responsibility of the note-taker to take clear, legible notes that convey the context of information
available to all students in the class. The student with a disability is responsible for discussing with the
note-taker how notes should be delivered from the list of options below.
- Typed Notes
The preferred method of taking notes is for the note-taker to type the notes on their laptop or type their
handwritten notes into a computer file after class and e-mail the notes directly to the student(s) with a
disability. Please be sure the format is compatible, not all students have the latest versions. Note-takers
should not expect CEA personnel to transcribe notes for them unless the notes contain visual elements
that must be converted to a tactile format for a visually impaired student.(e.g., graphs or images that
cannot be adequately described by the note-taker). If a student with a disability or a note-taker feels that
visual material needs to be transcribed, the transcription request must be placed through the Associate
Director of the CEA.
Sometimes a note-taker may need to make copies of notes. For example, the note-taker may take notes
for more than one student in the class or a student who has low vision may need an enlarged copy of
If copies are needed, the CEA provides note-takers with copy services free of charge in ARKU 103, the
CEA's Assistive Technology Lab. The copier in ARKU 103 may be used to copy multiple sets of notes
or to enlarge a set of notes. This is the only CEA copier that can be used for note-taking copies unless
prior arrangements are made with the CEA.
- Carbonless Note-taking Paper
The CEA provides two-ply carbonless note-taking paper (NCR) free of charge to note-takers and/or
students with disabilities. The note-taker and/or student with a disability can pick up note-taking paper
from the CEA during regular business hours, 8:00 am to 5:00 pm Monday through Friday. The white
copy goes to the student for whom the notes are being taken and the note-taker retains the yellow copy.
Promptness of Note Delivery
It is vital for students with disabilities to receive their notes as soon as possible. The same day is preferred
so they can have equal access to class materials to study for exams and quizzes. For example, if you take
notes in a MWF class and there is a quiz on Monday, the student with a disability will need the notes from
Friday ON Friday to have equal access.
This means typed notes should be e-mailed as soon after class as possible. Photocopies should be made and
given to the student as soon after class as possible and that NCR paper should be transferred immediately
If the note-taker fails to provide notes in a timely manner, the note-taker will be terminated and no
compensation will be provided.
Please Follow These Tips for Taking Good Notes
Include class title, call number, and section number in the top left corner of every page of notes (e.g.,
College Algebra, 1023-21).
Include the date next to the class title, etc. (e.g., College Algebra, 1023-21 8/25/11). The date should
appear on every page of notes.
Include the page number on the right comer of every page of notes.
Include notes on any assignments given or dates for upcoming exams, papers, or other evaluative
material on the first or last page of notes.
Include information on the board, from overheads, and power-point presentations. Although the slides
may seem complete, all additional lecture information and class discussion should be included.
Include notes from videos or other media outlets that contain information for which students will be
Listen for repeated details from the professor
Listen for sentences containing the following words: results, cause, characteristics, purpose,
criticisms, contrasts, similarities, and summary.
Include any information the professor indicates will be on the exam.
If there were no notes for a particular class meeting, write the following: "No Notes for the class
meeting on 00/00/0000". If known, please write the reason no class notes were given, e.g., instructor
dismissed class for library research.
Use a black or blue pen when taking handwritten notes. Do not use a pencil.
Only write on one piece of carbonless note-taking paper at a time.
Only use the front side of note-taking paper, or regular paper. Do not write on the back.
General Responsibilities for Note-takers and Students with Disabilities
The Process of Becoming a Note-taker
Note-takers are recruited from classes in which the student with a disability who uses note-taking services
enrolls. A note-taking announcement will be read in class by the instructor. Any individual who is willing
to accept the responsibility of being a note-taker should contact the CEA office to see if a note-taker is still
needed (e-mail firstname.lastname@example.org). Once a note-taker has been identified for a specific class, the CEA
emails the student with a disability with the contact information of their note-taker and instructs the student
to make arrangements regarding note delivery. The note-taker is copied in on the email sent to the student
with a disability. It is imperative that this contact take place as soon as possible. If the note-taker has not
heard from the student within 7 days of sending an e-mail, he/she is to notify the CEA at
The note-taker must complete necessary paperwork as soon as possible after agreeing to serve as a note-
taker. The paperwork will be emailed to the note-taker as soon as they are confirmed as a note-taker by the
CEA staff. The note-taker then promptly fills out the form and emails it back to email@example.com .
Compensation for Note-taking Services
A note-taker can elect to provide note-taking services in return for confirmation of community service hours
at the rate of 16 community service hours per credit hour, or choose a letter of commendation. If a note-
taker chooses this method, the CEA will supply a letter confirming the number of community service hours,
or a letter of commendation for the student to attach to a resume when seeking employment following
Students who choose either of these methods are also encouraged to log their service hours on the Center
for Community Engagement’s website http://volunteer.uark.edu. Students must create a username and
password and each time they volunteer they can easily log their hours for their service opportunity or under
the Center for Educational Outreach’s Organization. The hours are confirmed by the agency/program the
student serves (in this case the CEA) so they have a record of their service that they can easily print.
Students who log over 100 hours will be nominated for the Presidential Service Award. The Center for
Community Engagement is now a certifying program for this national recognition program
www.presidentialserviceawards.gov . Students with more than 100 confirmed service hours will receive a
signed letter of recognition from the President of the United States along with a lapel pin. For more
information or questions regarding logging hours contact: Angela Oxford firstname.lastname@example.org or Amanda
Finch email@example.com or by calling 575-4365.
Note-takers can choose to be paid; however, preference will be given to those who choose community
service or a letter of commendation. Note-takers are paid a lump sum per individual class for the entire
semester at the rate of $20 per credit hour.
Monetary compensation for sharing notes will occur at the end of each term: approximately December 10th
for Fall, May 10th for Spring, and August 10th for Summer. If the note-taker’s payroll paperwork is not
complete ten business days before the above pay dates, he/she will receive confirmation of community
service and will not be eligible for monetary compensation.
Note-taking is critical to the mission of the CEA in providing access for qualified students with disabilities,
and note-taker class attendance is imperative to that end. The CEA expects the note-taker to attend class on
a regular basis. If the note-taker is absent or is going to be absent, it is the responsibility of the note-taker
to locate and secure a substitute note-taker for those days absent. The note-taker should also inform the CEA
of any absences by phone, 575-3104 or e-mail, firstname.lastname@example.org. Three or more absences by the note-
taker will result in immediate termination as a note-taker for the CEA, and no compensation will be
Likewise the CEA expects students with disabilities to regularly attend class. Class notes are supplemental
in nature and do not replace actual class attendance. Students with disabilities may forfeit the right to
receive notes from classes missed unless approved by the CEA, or if prior arrangements have been made
between the student with a disability and the note-taker. In the case of a student missing three or more
classes, the note-taker should continue to take notes, but should contact the CEA to find out if he/she
should give the notes to the student.
The CEA expects the note-taker to arrive to class on time. Excessive tardiness will result in immediate
termination as a note-taker for the CEA, and no compensation will be provided.
Likewise the CEA expects the student with a disability to be prompt; nonetheless, the CEA realizes that
some students with disabilities will be late to class due to the functional limitations of their condition. If,
however, the note-taker is concerned about the student with a disability's tardiness, please contact the CEA
as soon as possible. Excessive tardiness may result in forfeiture of note-taking services except when
advance notice has been given by the student with a disability to the CEA.
Note-takers who have concerns about some aspect of the note-taking process and/or the student they are
taking notes for should contact the CEA at 575-3104 or email@example.com immediately. The CEA staff
members will ascertain the appropriate course of action based on information gathering and discussions with
the student with a disability, the professor of the course, and the note-taker.
University of Arkansas Drug Free Workplace Policy
As a University employee, you will be required to sign a form indicating that you have received a copy of this
policy. Drug abuse and use at the workplace are subjects of immediate concern in our society. These problems
are extremely complex and ones for which there are no easy solutions. From a safety perspective, the users of
drugs may impair the well-being of all employees, the public at large, and result in damage to state property.
Therefore, it is the policy of the State of Arkansas that the unlawful manufacture, distribution, dispensation,
possession, or use of a controlled substance in a state agency's or institution's workplace is prohibited. Any
employees violating this policy will be subject to discipline up to and including termination. The specifics of
this policy are as follows:
1. State agencies will not differentiate between drug users and drug pushers or sellers. Any employee who
gives or in any way transfers a controlled substance while on the job or on agency premises will be
subject to discipline up to and including termination.
2. The term "controlled substance" means any drug listed in 21 U.S.C. Section 812 and other federal
regulations. Generally, these are drugs which have a high potential for abuse. Such drugs include, but
are not limited to, heroin, marijuana, cocaine, PCP, and "crack." They also include legal drugs which are
not prescribed for the individual using them by a licensed physician.
3. Each employee is required by law to inform the University within five days after he or she is convicted
for violation of any federal or state criminal drug statute where such violation occurred on the
University's premises. A conviction means a finding of guilt (including a plea of nolo contendere) or the
imposition of a sentence by a judge or jury in any federal court, state court, or other court of competent
4. The University of Arkansas, Fayetteville, must notify the U.S. government agency with which the
contract was made within ten days after receiving notice from the employee or otherwise receiving
actual notice of such a conviction.
5. If an employee is convicted of violating any criminal drug statute while in the workplace, he or she will
be subject to discipline up to and including termination. Alternatively, the University may require the
employee to successfully finish a drug abuse program sponsored by an approved private or
6. As a condition of further employment on any federal government contract, the law requires all
employees to abide by this policy.
Note: At the University of Arkansas, Fayetteville, sections 3 and 4 of the Drug Free Workplace Policy will be
carried out by requiring the convicted employee to inform his or her department head, director, or other
appropriate supervisor of the conviction immediately and by having that supervisor report the conviction
immediately to the vice chancellor to whom she or he reports. The vice chancellor so notified will convey the
information, on behalf of the University, within the required ten-day period, to the U.S. agency with whom the
federal contract in question is held.
Further information about controlled substances and about the health risks associated with the use and abuse of
alcohol and other drugs is available from Human Resources and the University Health Center. Information
about locally-available sources of substance-abuse counseling is available from the University Health Center
and from the Employee Assistance Program.