Interpreter Use Policies & Procedures

Location of Services

Interpreting services are provided to students at any Madison College campus. Our office is at the Truax campus, room 159AA – Student Development Center.

Procedure for Receiving Services

You must complete the following two (2) steps each semester in order to receive services: 

1. Meet with your DRS Specialist. Before your first semester, the meeting must be in person; for future semesters the meeting may be in person, through phone, or email.
2. Tell the Interpreter Coordinator when you have registered for classes. Then we can start scheduling interpreters for your classes.

 It is recommended that you register at least 4 weeks before the start of a semester. Students registering later than that may not receive interpreting services. Madison College will attempt to cover such classes, but due to the shortage of available interpreters, these requests may not be filled. Scheduling for interpreting services is on a first come, first serve basis.

Policies for Using Interpreters

1.  Communication with Interpreter Coordinator

It is the student’s responsibility to schedule interpreters as needed. You must inform the Interpreter Coordinator when any of the following happens in your class:

• Day(s) of class cancelled by instructor
• Room number change
• Start or end time of class change
• Field trips

Informing the Interpreter Coordinator will ensure continued services and the ability to provide accurate information to substitute interpreters when necessary.

2.  Staff Interpreters vs. Contract Interpreters

Staff interpreters will be used first to cover classes. Freelance interpreters will be used to cover additional hours, if necessary.

3.  Missing the First Day of Class

If you miss the first day of class, you must contact the Interpreter Coordinator. No interpreter will attend class until the Interpreter Coordinator is contacted and the issue is resolved.

4.  Exams

D/hh students typically remain in the classroom for their exams. The DRS Specialist must approve any accommodations and it will depend on the individual’s disability. The standard policy for Madison College (in the classroom or Testing Center) is as follows:

Directions for the exam and communication between the student and instructor or test proctor (i.e. asking the instructor or proctor for clarification of a question) may be interpreted. Any interpreting of an exam beyond that must be discussed and agreed to by the instructor and DRS Specialist prior to the exam.

 Instructors and interpreters are aware of this policy.

5.  Planned Absences

If you plan to miss a class, you must tell the Interpreter Coordinator:

• Your name
• The class name
• The date or day you will be absent

The Interpreter Coordinator will then contact your interpreter.

It is appreciated if you tell the Interpreter Coordinator about absences as early as possible.

You do not need to give a reason for your absence. Calling your interpreter directly without contacting the D/hh Specialist will be counted as a no-show.

A student who misses at least 25% of class hours in a semester, including both planned absences and no-shows, may have their interpreting services suspended.

6.  Interpreter Wait Time

The interpreter will wait 15 minutes at your classroom. After this time, you will be considered a no-show and the interpreter will leave. If you show up after this time, you can still choose to stay for class without an interpreter. Your instructor has his/her own attendance policy that you must follow as well.

7.  No-Shows

No-Show definition: You don’t show up for a class in the first 15 minutes AND you don’t contact the Interpreter Coordinator in enough time:

• Madison campuses: at least 1 hour before the start of your class
• Regional campuses: at least 2 hours before the start of your class
• 16-week, semester-long classes: A student with 3 no-shows per class, per semester, will have his/her interpreting services suspended for that class.
• Classes less than 16 weeks (i.e. 4-, 6-, or 8-week classes): A student with 1 no-show per class, per semester, will have his/her interpreting services suspended for that class.

8.  Interpreter Services Suspension

If interpreting services are suspended because of no-shows, you must arrange a meeting with your DRS Specialist to discuss the issue and to determine whether interpreting services will be reinstated.

You can avoid no-shows! Always inform the Interpreter Coordinator of your absence as far ahead of time as possible.

9.  Dropped Classes

If you decide to drop a class, you must inform the Interpreter Coordinator. You do NOT need to give a reason for dropping a class. Frequent or habitual dropping of classes may jeopardize our ability to provide services and accommodations to students.

10. Interpreter Requests for Meetings, Extracurricular Activities, etc.

We provide interpreters for functions or meetings outside of class time. You must request an interpreter through the Interpreter Coordinator at least two (2) days ahead of time. We will try to honor requests with less notice, but may not be able to find an interpreter.

Interpreter Code of Professional Conduct

Any interpreter working for Madison College, staff or freelance, is expected to follow the Code of Professional Conduct (CPC) established by the Registry of Interpreters for the Deaf and the National Association of the Deaf.  However, this does not prevent interpreters from informing the D/hh Specialist of classroom accommodation issues. Issues that will be discussed include, but are not limited to: student no-shows, communication problems, difficulty meeting student needs, and any issue the interpreter is unable to resolve with the student. For a copy of the CPC, please find a copy online at www.rid.org/ethics.

Grievance Procedure

If you have concerns about interpreters, DRS policies/procedures, or DRS staff members, first discuss your concern(s) or issue(s) directly with the person(s) involved.

If you feel the issue is still not resolved to your satisfaction, please contact Sandy Hall, Director of Disability Resource Services (DRS).

If you continue to feel your issue has not been resolved after talking to the Director of DRS, you may follow the procedures for Conflict Management, set forth by Madison College.

General Contact Information

Interpreter Coordinator:

Text/Voice: 608-219-6598

Email: interpreters[at] matcmadison [dot] edu

DRS Front Desk (to make appointments with your specialist):

Voice: 608-246-6076

Sandy Hall, Director-DRS:

Voice: 608-246-6791

Email: sghall[at] matcmadison [dot] edu

Jana Mauldin, Lead Interpreter:

Voice: 608-246-6352

VP: 608-234-4279

Email: jmauldin[at] matcmadison [dot] edu

Deaf and Hard of Hearing Student Policies and Procedures for Interpreting Services (DOC, 53.5KB)