Student Newsletter & COVID-19: Spring 2020 Goes Remote

We know the transition to the remote learning environment has resulted in many questions and additional stressors for students. The CAE is committed to helping you stay connected to the University as courses transition to a remote learning environment. Given the changes for the Spring 2020 quarter, we want to assure you that you still have open access to a CAE counselor, resources, and services. While our office is currently closed for in-person meetings, we have created multiple pathways for you to engage with the CAE, so that we may continue to support you. The CAE is frequently updating its website to ensure that you are provided the most important information related to your accommodations in the remote learning environment.

On behalf of all CAE staff, we are wishing you and your loved one’s safety and health during this challenging time. We look forward to continuing to work with you and support you in ensuring access in the remote learning environment.

How to Stay Connected with the CAE

The CAE wants to make sure you are updated and have access to your services. Please review the following ways to communicate with the CAE and receive information.


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UCLA NewsroomVisit the UCLA Newsroom for all Novel coronavirus (COVID-19) information for the UCLA campus community. Please continue to monitor the Newsroom for the most up-to-date information regarding Spring Quarter remote instruction and changes

How to Inform Your Instructor of Your Accommodations

Have you requested your accommodations so that your Letter of Accommodation can be viewed by your professors in the Faculty Portal? This process is called Self-Registration - do you need assistance with how to do this? Check out CAE's YouTube channel that includes instructional videos on how to request your Letter of Accommodation. Tutorials can also be found on the CAE website. Under the Student Resources link, select How to Inform Your Instructor(s) About Your Accommodations. Students will not be using the “How to Book a Test” function for the Spring 2020 Quarter.  

After you complete the process of Sending your Accommodation Letter to your Instructor, you should inform your instructor about your letter in one of two ways:

  1. Tell your professor to log into the Faculty Portal to view your letter.
  2. Copy & paste the following email and send it to your professor:

Dear Instructor: I am registered with the Center for Accessible Education (CAE) and recently submitted a request to make my CAE accommodation letter available to you. Please log into the Faculty Portal found on the top right side of the CAE homepage in order to view my accommodation letter. If you have any questions about my accommodations, you can follow up with my CAE Disability Specialist, whose information is found within the letter.

I’ve requested my accommodation letter and am approved for exam accommodations. How do I make sure I receive my accommodation?

Once your professor receives your accommodation letter, they have been directed to automatically add your approved extra time to all timed tests, including quizzes, midterms, and finals. If you have not been contacted by your professor to confirm this, please reach out to your CAE counselor as soon as possible.

What if I’m approved for exam or notetaking support, but don’t need it for a certain class?

If you don’t need your extra time accommodation or notetaking support for a certain class, please do not select it for that accommodation letter. If you have selected it and do not need it, contact your counselor, who can edit your accommodation letter for that class, or contact the faculty directly.

CAE Testing Center Accommodations: Remote Instruction Changes

In Response to COVID-19, the University has decided to continue to offering instruction remotely through the end of the Spring 2020 Quarter. Spring Quarter instruction, quizzes and exams will be offered remotely. Instructors are asked to communicate with students how exams, if applicable, will be offered without the need to assemble in person (for example, take home exam, online exam, etc.). Attention: If you are a student in DGSOM, the Law School, Anderson, or the Dental school, please check in with your program and follow-up with your CAE counselor if you have any accommodation needs as the information below may not apply to you.

  1. Providing Your Letter of Accommodation: Please go to the Student Portal to release your Letters of Accommodation to your professors. If your exam accommodation includes extra time on quizzes and exams, that adjustment will be applied by your remote course instructor. Students are to notify their instructor about their extra time accommodation as early in the Spring Quarter as possible (e.g., prior to or at the beginning of course instruction). You can visit the Letter of Accommodation example for guidance. Make sure to select or click “Send Accommodation Letter to Instructor”. This allows you to choose the accommodations you require for each course and allows your professor to view your Accommodation Letter.
  2. Testing Center and In-person Proctoring: As the University has moved to an online test environment, the CAE Testing Center will be proctoring exams on a case-by-case basis. Please contact your CAE Counselor to discuss an accommodation that cannot be provided in an “on-line” environment. Your CAE counselor will review your request with the CAE Testing Center. For any general questions related to your accommodations in a remote learning environment, please contact your CAE Counselor.  If you have any questions related to an online exam or specific testing questions, please contact the CAE Testing Center.
  3. Need for a Reader, Scribe, JAWS, or Kurzweil: Please contact the CAE Testing Center at (310) 825-2651. The Testing Center will work with you to assess available proctoring options. Proctoring options will be determined on a case-by-case.
  4. Trainings and Tutorials: The CAE has created a YouTube Video to guide students through the process of making their Accommodation Letter available for Faculty through the CAE Faculty Portal. Please review the CAE’s Training’s & Tutorial’s section of the website for additional step-by-step resources.
  5. Book a Test: The “Book A Test” function has been temporarily disabled as it will not be necessary in an online environment.
  6. Please submit your Testing Center questions through to caetesting@saonet.ucla.edu or Contact the CAE Department.

I’ve requested my accommodation letter and am approved for exam accommodations. How do I make sure I receive my accommodation?

Once your professor receives your accommodation letter, they have been guided to automatically add your approved extra time to all timed tests, including quizzes, midterms, and finals. If you have not been contacted by your professor to confirm this, please reach out to your CAE counselor as soon as possible.

What if I’m approved for extra time on exams, but don’t need it for a certain class?

If you don’t need your extra time accommodation for a certain class, please do not select it for that accommodation letter. If you have selected it and do not need it, contact your counselor, who can edit your accommodation letter for that class, or contact the faculty directly.

I’m approved for a distraction-reduced exam environment. How do I get this accommodation if I’m not on campus?

As a result of the stay-at-home order, the CAE is not able to provide a distraction-reduced exam environment. However, the CAE is providing you with information for how you may create that environment as you stay-at-home or shelter-in-place. The purpose of the distraction-reduced exam environment is intended to limit the amount of disturbances that may occur in a physical classroom environment, such as, noise level and large student crowds. In order to limit those potential distractors, the CAE provides you with a testing environment that has less students and noise than the average classroom. To accomplish this, the CAE may provide you with ear plugs to limit noise and a divider to limit visual interruptions. The CAE understands finding a suitable environment may pose a challenge. As the University continues to abide by the physical distancing and shelter-in-place orders, please know that the CAE staff looks forward to being able to provide you with all previous services once it is safe to do so.

Alternative Format Requests

Epub & Daisy IconStudents who have met with a CAE Counselor and have been approved for the Alternative Format accommodation may request to have their textbooks converted to an accessible electronic format, which can be read aloud using a screen reader or text to speech (TTS) software, enlarged, etc. Specialized formats such as Braille or raised graphics can also be produced, if needed. Contact the Assistive Technology Specialist, Shirley Ruiz - sruiz@saonet.ucla.edu, via email if you have any requests and/or questions.

How long will it take to have my print version textbooks converted?

You are encouraged to make requests at least three weeks prior to the start of the quarter, if possible. Please allow at least three weeks to begin receiving material for your textbook requests. Brailling services can take up to eight weeks. For more information or to submit an Alternative Format request, please visit the CAE website.

The Notetaking Accommodation in a Remote Environment

The CAE continues to work closely with campus partners to ensure remote learning environments remain accessible to students that are approved for one the CAE’s notetaking accommodations. We want to make sure that if you are approved for an accommodation, that the most appropriate and reasonable accommodation is in place.

Notetaking Support in a Remote Environment

All videos hosted in CCLE stream using the default player Kaltura will have downloadable transcripts at 95% accuracy. These transcripts can be downloaded and are reasonable for students approved for Peer Notetaking, Otter, Sonocent, Livescribe, or audio recording for notetaking support. By providing you a written transcript of oral material from the course, as well as a recording of the lecture, the notetaking support accommodation will be met. If, given the platform your professor uses for the course, you do not have access to a recording or a transcript, please contact your CAE counselor right away.

I am approved for notetaking support (e.g. Otter, Sonocent, Livescribe, Peer Notetaking) as an accommodation. How do I receive these supports in the remote learning environment?

The first step is to request your accommodation letter through your Student Portal- your professor will not know you need this accommodation if you have not made the letter available through your Student Portal. Course instructors have been directed to record and upload their Zoom lecture to CCLE if they are aware that a CAE student in their course is approved for a notetaking support accommodation. If you do not have access to a recording or a transcript after sending your accommodation letter, please contact your CAE counselor right away.

My professor has recorded and posted the Zoom lecture onto CCLE. How do I access the transcript? Refer to this help video: Kaltura Transcription, How do I Download the Transcript?

I am approved for notetaking support (e.g. Otter, Sonocent, Livescribe, Peer Notetaking) as an accommodation, but don’t need anything from the professor. What do I do?

We understand that some students may not need notetaking support in the remote learning environment who may have needed it in the classroom environment. Some of you may also be planning to utilize your approved notetaking support accommodation and have found that to meet your needs. If you do not need any additional support, please be sure that your accommodation letter for each course reflects the accommodations that you plan to use, and contact your CAE counselor with any questions or concerns.

What about students who utilize technology Screen Readers, CART, or other specialized services?

The CAE CART Specialist and/or your CAE counselor should have contacted you directly. If you have not been in contact your CAE counselor, please contact them directly to ensure the necessary accommodation is in place.

Accessibility and Technology Concerns or Questions

If a lack of access to technology will impact your ability to participate in courses that have been modified to online technology, please fill out a MyUCLA Ask A Question online form or email contact@online.ucla.edu. For any additional support, please contact your CAE Counselor directly.

University Housing for Spring 2020

Students that have questions regarding University Housing are to review the information provided by the HOUSING - CORONAVIRUS (COVID-19) INFORMATION website.

If you are a student with guaranteed University Housing and have general questions unrelated to COVID-19, please review the CAE Housing Accommodations section of the website.

I am struggling with staring at the computer screen for so long. What can I do?

We understand that increased screen time can impact health in a variety of ways, and for some individuals with disabilities, it may have even more of a negative impact. Because all classes at this time are only being offered online, all students, faculty, and staff are having to find creative ways to adjust. Here are some tips to consider:

  1. Adjust your computer display settings. Adjusting the display settings of your computer can help reduce eye strain and fatigue. Generally, these adjustments to brightness, text size and contrast, and color temperature are beneficial.
  2. Take frequent breaks. To relieve neck, back, shoulder pain, and eye strain, take frequent breaks throughout the day (aim for one 10-minute break/hour) to stand up, move and stretch.
  3. Modify your workstation. Consider the lighting, possibly using a desk lamp so the light doesn’t shine directly in your eyes or onto the computer screen. Adjust your workstation and chair to the correct height so your feet rest comfortably on the floor to aid in posture. Position your computer screen at a comfortable distance from your eyes.
  4. Blink more often. When staring at a screen, people tend to blink less frequently (about 1/3 as often as usual!). Blinking is important when working on a computer because it moistens your eyes to prevent dryness and irritation.
  5. Minimize glare. Glare from light reflections can cause eye strain. Consider purchasing an anti-glare screen for your computer.
  6. Use the 20-20-20 rule. Every 20 minutes find an object about 20 feet away, and stare at it for 20 seconds. This trick is intended to exercise your eyes and give them a break from your monitor's bright backlight.

Find more information here: https://www.allaboutvision.com/cvs/irritated.htm and https://www.webmd.com/eye-health/prevent-digital-eyestrain

Specialized Information for Students in Professional Schools during Remote Instruction

CAE Week 1 Updates

CAE Week 4 Updates

 

Q&A IconQuestions, concerns, or requests about your accommodation(s) should be directed to your CAE counselor. All additional questions, can be submitted under the "Contact the CAE Department"