Rock Valley College
Rockford, Illinois

Interpreting and Captioning

Interpreters and Captioners are trained professionals hired by the College.  Due to the coordination involved in providing these services, the following guidelines have been established to facilitate the process of requesting and receiving this accommodation.  Familiarizing yourself with this information will allow for a more collaborative experience and will ensure that your needs are met in a timely fashion.

Using an Interpreter or Captioner for Classes

1. Students should contact the DSS Administrative Assistant to request an interpreter or captioner. Requests are filled on a first-come, first-served basis, and should be made as early as possible.

2. The Administrative Assistant will schedule interpreters or captioners for classes based on the student’s class schedule. When two or more students who use interpreting/captioning are found to be taking the same class (but different sections), the Administrative Assistant may request for one or more students to switch sections whenever feasible.

3. The Administrative Assistant should be notified immediately of any changes to the student’s schedule. Late notification of changes in a student’s schedule or late registration may result in delayed provision of services.

4. In the case of an absence, students must notify DSS and their interpreter/captioner in advance (see No  Show policy below). The interpreter/captioner is not responsible for the student’s progress or success, and is not a substitute for missed information in the event of an absence. Any concerns regarding class performance should be addressed with the appropriate instructor.

Using an Interpreter or Captioner Outside of the Classroom

• To request an interpreter or captioner for anything other than regularly scheduled class time (ex., meeting, field trip, advising appointment, etc.), complete the Interpreter/Captioner Request Form, or contact the Administrative Assistant. Requests should be made as early as possible and at least 48 hours in advance.

• The Interpreter/Captioner Request Form should be filled out completely and accurately, and given to the Administrative Assistant. The request form can be accessed online at

• Requests will be covered on a first-come, first-served basis, depending on interpreter/captioner  availability. Incomplete requests may not be filled.

• In the event a request cannot be filled, every attempt will be made to notify the student in advance.

As the DSS office strives to provide student-centered services, the following policies and procedures have been created for clarity and direction:

No Show/No Call Policy for Students Utilizing an Interpreter or Captioner:

Students unable to attend a class or participate with an assignment must notify DSS in advance.

• For classes between 8:00 a.m. and 10:00 a.m., the student must call DSS at (815) 921-2371 no later than 8:00 a.m.

• For 10:00 a.m. or later classes, the student must call DSS at (815) 921-2371 at least 2 hours before the start of the class/assignment.

• The student must call, even if there are other students in the class using the interpreter or captioner.

• If the student does not show up for a class or assignment two times without advance notice, services will be suspended for that class until the student arranges a meeting with the DSS Coordinator. After this meeting, services will resume should it be determined that this is the most reasonable and appropriate course of action.

• The third no show for that class will result in cancellation of regular services for that class. To obtain services for future sessions of that class, the student must schedule another meeting with the DSS Coordinator to review policy and discuss any concerns with the class and the accommodation. (Note: this will be required for all additional no shows beyond the 3rd).


*A decision will be made during this meeting regarding interpreting/captioning for the remainder of the semester. It is possible that the student will need to turn in a completed request form for each remaining class session. Should this be the outcome, the form should be turned in between 8:00 a.m. and 12:00 noon at least one day before the class session (or as arranged with the DSS Coordinator).

• The interpreter/captioner will wait at the class/assignment for 15 minutes, and will then leave if the student has not arrived.

    * This will be considered an absence without advance notice.

    * If the student knows in advance that he or she may be late, the Administrative Assistant should be contacted at (815) 921-2371 and an attempt will be made to notify the interpreter/captioner.

    * Students are also encouraged to exchange contact information with his/her interpreter/captioner at the beginning of the class so that notification can be made in the event of an absence.