For KOKUA Students

Interpreting/Captioning Procedures and Policies For UH Mānoa Courses

1. Eligibility: Eligibility for this KOKUA service is determined by the student’s respective KOKUA Counselor. KOKUA engages in the interactive process with students to understand their disability, which may be supplemented by reviewing relevant professional disability documentation.
   
   ASL interpreting/captioning (communication access) services covered by KOKUA are for students’ Mānoa courses and for required academic meetings related to their courses.
   
   
2. Requests: Students are required to initiate the communication access service process by submitting course requests to KOKUA via the Interpreter/Captioner Request Form (Kuali Build Form) prior to the start of each term. When possible, students are asked to submit course requests at least two (2) months prior to the start of the term or when the need for communication access is known. Generally, only one form of communication access will be provided.
   
   Prior to the start of each term, students are asked to provide complete information to KOKUA by filling out an Interpreting & Captioning Request Form for each course/event. Late communication access requests will be honored provided that the student making the request understands that services may not commence immediately but as soon as an appropriate Provider can be located and contracted.
   
   Requests must be made directly to KOKUA and not thru a referral service or thru Providers in order to ensure that your Provider will be paid for the assignment.
   
   KOKUA will inform you when a Provider has been assigned.
   
   
3. Preferred Providers: Students are asked for a list of their preferred Providers and students are asked to specify preferences per course/event. Students’ preferred Providers will be considered, however, KOKUA professional staff reserve the right to recommend different options and/or Providers to arrange for effective communication access.
   
   
4. Interpreter Teaming: Based on DCAB’s recommendations (HAR 11-218), for assignments that last more than 90 minutes and/or are complex in nature, standard practice is hiring two (2) or more interpreters. One provider will be assigned if an assignment is less than 90 minutes in length and the Interpreter is not assigned to do back-to-back work for KOKUA.
   
   
5. Student Cancellations: Students have the responsibility of informing KOKUA (kpinterp@hawaii.edu) ASAP if they will not be attending class, if communication access is no longer needed, or if there are changes made to the existing request. KOKUA will then contact the Provider(s) directly or via the referral service regarding the cancellation or changes.
   
   Changes that affect interpreting/captioning include: adding/dropping courses, Professor changes, room changes, additional class meetings, time changes, cancelled classes, Zoom link changes, etc.
   
   KOKUA follows DCAB’s "State Agency Manual for Provision of Interpreters" when communication access services are cancelled. All assignments have a 24-hour cancellation policy. Cancellations communicated by KOKUA that are less than 24 hours are fully billable.
   
   We kindly ask that students responsibly communicate known absences to KOKUA well before these timeframes so KOKUA can be fiscally responsible and avoid unnecessary charges. Please note that KOKUAʻs business hours are Monday-Friday 8:00 AM - 4:00 PM.
   
   If you let your Provider know directly, please make sure to also inform KOKUA officially.
   
   
6. Exam Days: When an exam date is known, it is the primary responsibility of the student to inform KOKUA. On scheduled exam days, when there is an existing Interpreting team, KOKUA will cancel the services of one interpreter.
   
   
7. Provider Cancellations: When a Provider cancels and requests a sub, KOKUA will inform you of this cancellation and keep you up to date on a replacement.
   
   If your Provider does not show up for an event or is late, please contact KOKUA immediately.
   
   
8. Classroom Etiquette and Professional Behavior: KOKUA asks that students and Providers refrain from any personal conversations during class and reserve these conversations for before and after class.
   
   Interpreters are expected to abide by the State of Hawaii Credentialed Interpreters Code of Professional Conduct. Captioners are also expected to conduct themselves professionally and ethically.
   
   Providers who are hired by the KOKUA Program are also asked to review a separate Procedure and Policies document.
   
   
9. Location/Links: Students are responsible for providing KOKUA with room/event locations or online links (e.g. Zoom, etc.) so that these can be supplied to the Provider.
   
   
10. Questions: If you are dissatisfied with, or have questions, concerns or feedback about the services you are receiving from a Communication Access Provider, please inform your KOKUA Counselor. If necessary, an alternate provider will be requested.