This page is designed to serve as a guide for notetakers and students using notetaker services. This guide will outline policies and procedures concerning notetaker services for students with disabilities. Notetaker services are administered by the Disabled Student Development (DSD) office. If you have any questions or concerns about information listed on this page, please contact the DSD office.

General Job Description

The notetaker will take notes of classroom lectures, class discussions, and other oral and written communication by instructors and classmates for students with a disability which prevents them from taking adequate notes. Because each disability is different, and because each student has a different style and personality, the notetaker may have to adapt his/her approach to fit the needs of the student with the disability. If requested by the student and mutually agreed upon by the student and the notetaker, the notetaker may use time outside of class for clarification or review of the notes. A half an hour for every hour spent in class is the maximum time that can be used for this purpose (for a three credit hour course, this would be an hour and a half each week). Please note that this time is NOT to be used for writing or typing papers for the student, doing homework with the student, assisting with research, etc. If in doubt about appropriateness, contact the DSD office.

Expectations of Notetakers

The notetaker is expected to do the following things regarding the provision of notetaking services:

1. Get the name and email address of the student for whom you will be taking notes.
2. Contact the student to determine how you will get him/her the notes. Most students either photocopy or email the student the notes.
3. Find out from the DSD office if you are to be paid by Ball State or Vocational Rehabilitation (see Payment Process below) and then fill out the proper paperwork while at the DSD office.
4. Arrive for each notetaking assignment on time.
5. Get the notes to the student in a timely manner. If the student misses two or more consecutive classes without notifying you, bring the notes to the DSD office (see Absence Policy below).
6. If there are problems or concerns, talk with the student. Contact the DSD office if problems persist.
7. Read the expectations for students with disabilities. Do not allow the student to continue with inappropriate actions.
   

Expectations of Students Who Use Notetakers

If you want the DSD office to assist you in finding notetakers, please follow these guidelines:

1. Notify DSD in writing or e-mail of notetaking requests before the start of each semester. DSD will then try to find notetakers for you in the classes that you request.
2. Determine with the notetaker how you will get the notes (most students photocopy the notes or have the notetaker email the notes). You should always have a supply of carbonless paper with you in case your notetaker is absent. Carbonless paper can be purchased in the Ball State Bookstore.
3. If you are going to be absent from a class, contact the notetaker in advance. See the Absence Policy below for further information regarding attendance.  
4. If it is physically possible for you to take notes, then do so. This helps to keep you focused on the class.
5. Supervise the notetaker. If there are problems or concerns, talk with the notetaker. If the problem persists, contact DSD.
6. Know how the payment process works and sign all appropriate forms for the notetaker.
7. Be familiar with the expectations for your notetaker and hold the notetaker accountable.
   

If you are using a letter to the professor to find a notetaker, or if you find the notetaker on your own, you are expected to do the following:

1. Vocational Rehabilitation (VR) clients:
   
   • Notify the DSD office of the class and the notetaker's name.
   • Complete (with the notetaker) the pink authorization form. DSD will fax this to VR for you.
   • Refer the notetaker to the DSD office to fill out paperwork.

2. Non-VR clients:
   • Notify DSD of the class and the notetaker's name.
   • Refer the notetaker to Career Services to pick up a
     referral for job #66.
   • Tell the notetaker to bring this to the DSD office.
      

Payment Process

Two methods of payment are used for notetakers, depending upon the student for whom the notes are being taken. Some students with disabilities are clients of Vocational Rehabilitation (VR), an agency that assists some persons with disabilities. If the student is a VR client, the notetaker will be paid by VR. If the student is not a VR client, the notetaker will be paid by Ball State. The following instructions explain the payment process for both Ball State and Vocational Rehabilitation.

Ball State

1. Pick up a referral for job #66 from Career Services. Bring this to the DSD office.
2. Fill out an application for the notetaker position at DSD.
3. At this time you will also receive instructions on filling out the timesheet and a paper listing the dates that you will turn in the timesheets.
4. Turn in the timesheet at the appropriate time on the due date.   
5. When you turn this in, pick up your new timesheet.
6. Pick up your paycheck two weeks later at the Bursar's office.
   

Vocational Rehabilitation

1. Come to the DSD office to get the following forms: a pink VR authorization form, direct deposit information, and W-9 tax form.
2. Fill out the pink authorization form and the W-9 form. We will send these to the student's VR counselor for you. 
3. You will also need to fill out a form for direct deposit.  VR can only pay note takers through direct deposit.  It is necessary that you have your checking or savings account number with you to complete this form.  Additionally, a portion of the form must be filled out by an official from your bank.  If your bank is out of town, we can send the direct deposit form to them as long as you bring your bank's fax number.
4. At this time, pick up a marigold VR billing form to be turned in later.
5. In a few weeks you will receive a form from VR authorizating you to work for them.
6. After receiving authorization, you may start billing VR for your work. DSD suggests that you bill every month, but you may bill once at the end of the semester if you like.
7. Bring the gold VR billing form to DSD and we will fax it to the VR counselor for you. Make sure that you have the student's signature on this.   
8. Be patient. VR can be slow in paying. You will get paid for your work, but it will take a few weeks each time. 
   

Taxes and VR Payment

All earned income (no matter what the source) is subject to applicable state and federal taxes. Since VR considers the notetaker a private contractor (or vendor), VR does not withhold taxes or pay social security taxes.

Absence Policy

The following is the policy concerning the responsibilities of notetakers and students using notetakers when classes are missed:

When the student misses class:

• Students:
  

  You should give your notetaker as much advance notice as possible of your absence. Either call or email your notetaker. If you miss two consecutive classes without informing your notetaker, the notetaker has been instructed to bring the notes to the DSD office. The notetaking service will be suspended until you come to DSD to pick up the notes.
  
  

  For extended absences, notify your professors, as well as the DSD office, and arrangements will be made on a case by case basis regarding whether the notetaker will continue to take notes during your absence and where you are to pick up your class notes. Repeated absences not related to illness or disability may lead to an alteration of notetaker services.

• Notetakers:
  

  When the person for whom you take notes misses two consecutive classes without contacting you, please bring the notes to the DSD office. You should share not notes again for that student until contacted by DSD.  

When the notetaker misses class:

• Notetakers:
  

  As soon as you know that you will be unable to attend a class in which you take notes for someone, please notify the student for whom you take notes. If absences become frequent, the student (in cooperation with DSD) reserves the right to replace the notetaker.

• Students:
  

  When your notetaker notifies you that he/she will not be in class, it will be necessary for you to have a fellow classmate take notes for you that day. For times when your notetaker is not in class, you should have a supply of carbonless paper with you. This will allow you and the person who takes notes for you that day to have a copy of the notes. Carbonless paper is available in the Ball State Bookstore.