Directive for Use of Audio Recording of Lectures by Students with Disabilities

Purpose

The purpose of this Directive is to balance the verified need for academic accommodations for students with disabilities with the academic freedoms and intellectual property rights of course instructors, while also meeting any legal obligations that may exist in a manner consistent with the University’s Policy on Accessibility and its commitment to creating a campus community that is inclusive of all individuals.

Definitions

For the purposes of this Directive the following definitions apply:
“Academic Accommodation” means an arrangement that is made for a Student with Disabilities to enable them to participate equitably in the learning environment and in a manner that is consistent with and supportive of the essential requirements of the course and program.
“Essential Competencies” means the knowledge, skills, judgement, values, beliefs etc. that are essential to the course/program/degree/profession that a student must be able to demonstrate.
“Students with Disabilities” means individuals who are currently registered in any course or program of study at Ontario Tech University and also registered at Student Accessibility Services, and as such have provided the appropriate medical and/or psychological documentation concerning the status and effect of their disability for determining reasonable and suitable accommodation measures that would allow them equitable access to meet the Essential Competencies of their courses and programs.

Scope and authority

This Directive applies to Students with Disabilities who require the use of audio recording of lectures as part of their individual Academic Accommodation plan.

The Provost and Vice-President Academic, or successor thereof, is the Policy Owner and is responsible for overseeing the implementation, administration and interpretation of this Directive.

Directive

Process for approval of audio recording lectures

1. Students with Disabilities who require audio recording of class lectures, labs and tutorials to meet the essential requirements of their course must provide appropriate medical and/or psychological documentation to Student Accessibility Services that identifies a bona fide disability-related need for this type of Academic Accommodation.
2. Accessibility Services staff, upon verification of the need for this Academic Accommodation, will prepare a Notice of Accommodation for the Students’ course instructors indicating that the Student requires audio recording of classes as a form of Academic Accommodation.
3. Students with Disabilities for whom this is an approved Academic Accommodation will sign the Audio Recording of Lectures Agreement with their Accessibility counsellor or advisor, confirming that the recording will be used exclusively for the purposes of private study and destroyed at the end of the term.

Implementation of audio recording accommodation

1. Course instructors, upon receipt of the Notice of Accommodation, will inform all Teaching Assistants associated with the course of the Academic Accommodation requirement.
2. Course instructors may also announce to the class that the lecture is being audio recorded as an Academic Accommodation for a Student with Disabilities under the conditions outlined above, without revealing the Student’s name.
3. In classes, or portions of classes, where students are encouraged to discuss personal matters or where the use audio recorders may inhibit the free exchange of information and potentially violate students’ right to privacy, course instructors may decide to prohibit audio recordings in their classes at those times. In such cases, instructors should provide the Student with Disabilities with an alternative means of capturing the course content and participating in the class.
4. The Student with Disabilities, upon the signing of the Agreement, will make their own arrangements to audio record their classes, use the recordings for their own personal academic studies, and destroy all copies at the end of the term. Any violation of these conditions by a Student will be considered academic misconduct and possible disciplinary sanctions may result.

Protection of Privacy

1. The University is committed to protecting the privacy of all members of the University community, including Students with Disabilities. At the same time, the University needs sufficient information to reasonably evaluate and respond to a student’s request for Academic Accommodation. For this reason, students are required to provide to Student Accessibility Services information concerning the nature of their disability-related needs.
2. At times the Academic Accommodation process may require that information about a Student with Disabilities be disclosed to staff and faculty outside of Student Accessibility Services on the basis that they “need-to-know” this information to perform their duties under the policies and procedures at the University. All personal information disclosed to such staff or faculty will be governed by the University’s Access to Information and Protection of Privacy Policy.

Monitoring and review

This Directive will be reviewed as necessary and at least every three years. The Provost and Vice-President Academic, or successor thereof, is responsible to monitor and review this Directive.

Relevant legislation

Ontario Human Rights Code, R.S.O. 1990, Chapter H.19
Ontario Human Rights Commission Policy on Guidelines on accessible education (2004) Freedom of Information and Protection of Privacy Act, R.S.O. 1990
Ontario Occupational Health and Safety Act, R.S.O. 1990, Chapter 0.1.
Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005

Related policies, procedures & documents

Accessibility Policy (LCG 1103)
Procedures for Academic Accommodation for Students with Disabilities (LCG 1103.01)
Academic Regulations, Undergraduate Academic Calendar
Audio Recording of Lectures Agreement