Procedure 1: Guidelines/ Responsibilities when Note-Sharing or Note-Taking is an Accommodation
Grenfell Campus, Memorial University

1.1. Introduction

Academic accommodations at the post-secondary level are continually evolving to remove barriers for students with disabilities and exceptionalities, ensuring equitable access to education. As these changes progress, ACES has observed an increasing need for clear procedures and guidelines around specific accommodations that are being used more frequently. One such accommodation is the provision of note sharers or note takers, which has seen a signification rise in demand over the last few years.

The accommodation of note sharing and note taking plays a critical role in supporting students with disabilities and exceptionalities. Many of these students experience functional limitations related to their diagnosis, which can make it difficult or impossible for them to take effective notes during class. Common challenges faced by students who request this accommodation are:

• Difficulty simultaneously listening to lectures and taking notes
• Inability to keep pace with the speed of a lecture to capture all relevant information
• Learning disabilities that affect written output
• Physical or mobility impairments
• Blindness or visual impairments
• Deafness or hearing impairments

The goal of these guidelines is to provide clarity to the student, the faculty member, and ACES on their responsibilities in implementing note taking or note sharing as an accommodation.

1.1.1 Definitions

Canada Study Grant for Services and Equipment – Students with Disabilities: A grant for students who may need education-related services or equipment due to their disability, provided they meet the financial need threshold. This application is completed and submitted to Student Aid by a member of the ACES staff.

Canada Study Grant for Students with Disabilities: A grant available annually to students with disabilities and exceptionalities. Students can apply when applying for Student Aid through their province or territory. Alternatively, students do not need to be receiving Student Aid for tuition to quality for this grant. The application must be completed by the student’s medical practitioner and submitted to Student Aid by the student.

Note-Sharer: A student who is registered in the same class at the same time as the accommodated student requesting notes. Note-sharers can either be volunteers or the respective student can pay the note-sharer for their notes.

Note-Taker: A person who is not registered in the class but will attend all lectures for the accommodated student to take notes on their behalf for the semester.

Rate Of Pay: This is the maximum that a note-sharer or a note-taker can be paid during the semester. Note-sharers can be paid up to $250 per semester and note-takers can be paid up to $1000 per semester.

1.2. Process

1.2.1. Students must provide ACES with updated documentation that clearly states that copies of notes are a recommended accommodation.
1.2.2. The student must inform ACES that they would like to use the note-sharing or note-taking accommodation for the semester and the specific courses. At this time, ACES is responsible for reminding the student that copies of notes are not a guaranteed, nor is the quality of the prospective notes the student may receive.
1.2.3. The student will be asked to attend class and identify a potential volunteer note-sharer within the course.
1.2.4. The student must understand that they are still expected to attend class. Receiving copies of notes does not excuse absences solely on the basis that someone else is sharing notes.
1.2.5. If the student cannot find a note sharer, ACES will contact the course instructor and request they make an announcement – during class, via email, or on the course Brightspace shell – informing students that a peer in the class is seeking a volunteer note provider, and asking interested individuals to contact ACES at gcaces@mun.ca for more information.
1.2.6. If a volunteer cannot be identified, the instructor will be asked one final time to make a class announcement requesting a volunteer note-taker.
1.2.7. If unsuccessful, ACES staff will recommend that the student apply for the Canada Study Grant for Services and Equipment – Students with Disabilities to request funding. This financial support may help the student compensate someone for this service and improve their chances of finding assistance.

1.3. Student Responsibilities when compensating people for note-taking services

If the student receives funding through the grant, they are responsible for coordinating the finding of a note-sharer or note-taker, managing the sharing of the notes, and submitting receipts to Student Aid as proof of payment.

1.4 Incentives for Volunteers

For cases where students with this accommodation cannot secure grants or external funding, ACES may offer incentives to encourage peer note-sharing, including:
1. A notation on the volunteer’s Memorials Online Record of Experience
2. Entry into a semester-end draw for a $50 Bookstore voucher