Disability Resource Centre (DRC)

Duties and responsibilities

Please read this guidance for clarification on the duties and responsibilities of Students, Non-Medical Assistants (NMAs), and the Disability Resource Centre (DRC), before you sign either your NMA Contract or Student Contract. Your signature on the contract will confirm that you have read and understood your duties and responsibilities.

NMA duties and responsibilities

  • NMAs will be required to sign the NMA Agreement (above) at interview confirming they have read and agree to the NMA duties and responsibilities.
  • The NMA should provide the DRC with regular updates about their availability. We prefer that you do not take holidays during term time. However, when this is unavoidable please inform the Disability Support Co-ordinator giving as much notice as possible so that appropriate cover can be arranged.
  • The NMA should contact the Student immediately when a task is assigned, to set the assignment up with the Student. If after trying three times you do not receive a reply from the Student, please inform the Disability Support Co-ordinator so that this can be investigated.
  • Mentors should send an introductory email to their Student to arrange a convenient time for their first meeting to discuss the Student/Mentor Agreement (above), which should be completed and signed by both parties and returned to the Disability Support Co-ordinator.
  • The NMA should check the start dates for lectures with their Student(s) at the beginning of each term as they sometimes vary.
  • The NMA should familiarise him or herself with the location of their assignment, before setting out on the assignment, to avoid unnecessary stress or delays in arriving.
  • Should the NMA have any difficulties with the assignment, he or she should inform the Disability Support Co-ordinator as soon as possible.
  • The NMA should submit Timesheets on a weekly basis. Timesheets submitted and correctly completed by 12 noon on Thursday will ensure payment the following Thursday. See our Timesheets section for guidance on completing Timesheets and a sample Timesheet for guidance.
  • The NMA should not exceed the stipulated number of working hours without written permission from the Disability Support Co-ordinator, as payment cannot be made under these circumstances.
  • If the NMA is note-taking for more than one Student in a lecture, he or she can only claim 1 hour for the lecture (ie the NMA cannot claim twice for supporting two Students at the same time).
  • If at any time the NMA feels that he or she is not the appropriate person to support a Student, the NMA should discuss this with the Disability Support Co-ordinator at the earliest opportunity.
  • If the NMA is unable to attend a session, he or she should give the Student at least 24 hours' notice. Please also be sure, when possible, to give the DRC as much notice as possible so that alternative arrangements can be made, bearing in mind that some DRC staff work part time. If the DSC is not in and your query needs urgent attention, please email the DRC (disability@admin.cam.ac.uk) and mark your email as URGENT in the subject line.
  • If the Student is unable to attend they should also give the NMA a minimum of 24 hours' notice. If the Student fails to turn up the NMA should wait for a minimum of 15 minutes after the start of the session before leaving. The NMA will be paid for any sessions cancelled with less than 24 hours' notice.
  • The NMA should inform the DSC each time a Student misses a session.
  • The NMA will only undertake tasks within the prescribed assignment.
  • The NMA must not undertake tasks or duties on behalf of the Student that in doing so will assist a Student to meet a course assessment criterion. If the NMA has any doubts or queries, he or she should contact the Disability Support Co-ordinator.
  • The NMA must not participate in taught sessions in any way other than as an NMA with a specific role and task to perform in relation to the particular needs of a disabled Student. The NMA should be a quiet and unobtrusive presence in taught sessions.
  • The NMA must maintain a professional relationship with all Students and staff at all times and must not by word or deed, act in any way other than as an NMA with support duties to fulfill.
  • The NMA must not make any representation or advocate on a Student's behalf, unless at the request of the DRC.
  • The NMA must be aware of and not breach confidentiality except with the Student's permission or if it is believed that there is a risk to the Student's life or that of another,
  • The NMA should always be punctual.
  • The NMA should be sure to check on a regular basis that the Student is happy with the help he or she is receiving as this gives the Student an opportunity to discuss areas where he or she may wish for some change.
  • The NMA is required to respond promptly to correspondence from the DRC and the Student(s) he or she supports.
  • The NMA must respond to the annual NMA update promptly so that planning can take place during the summer months.
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Student duties and responsibilities

  • Students will be sent a copy of the Student Agreement (above) when they are allocated an NMA asking them to read the Student Duties & Responsbilities on the website and then sign and return the agreement indicating their compliance.
  • The Student should email the Disability Support Co-ordinator with his or her timetable details (eg time, day, location, title of lecture) as soon as he or she knows what support is required.
  • It is the Student's responsibility to inform the DSC promptly of any changes to lecture arrangements.
  • It is the Student's responsibility to advise his or her NMA(s) of the exact start dates of lectures each term.
  • It is the Student's responsibility to inform lecturers that a note-taker will be present in their lectures.
  • The Student must respond within 24 hours to communications from NMAs.
  • The Student should agree with the NMA what duties are required at their first meeting. This should include how the Student likes his or her notes taken and submitted along with arrangements for meeting to sign Timesheets for submission to the DRC.
  • The Student must give the NMA at least 24 hours' notice if he or she is unable to attend a session. Please note: NMAs receiving less than 24 hours' notice of cancellation will be paid for their time. The Student's funding body will be charged and this may reduce the amount of support available in the future. NMAs are asked to wait 15 minutes before leaving to allow for unexpected late arrival.
  • NMAs are only able to support the Student in the capacity for which they have been assigned. If the Student feels that he or she needs any other help, the Student should contact his or her DRC Adviser, so that, if appropriate, a request can be made to the Student's funding body for further support.
  • It is the responsibility of the Student to sign the NMA's Timesheet promptly. Timesheets are used to obtain payment for the NMA and are sent to the Student's funding body as proof of support provided.
  • The Student is required to reply promptly to all correspondence from the DRC.
  • The Student is required to respond to the annual Student update and NMA appraisal so that planning can take place during the summer months for provision in the next academic year. Failure to do so can result in delays in setting up adequate support for when the Student returns.
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DRC duties and responsibilities

  • The DRC will recruit and train new NMAs.
  • The DRC will match Students requiring support with NMAs and process timesheets for payment.
  • The DRC will respond promptly to all queries and requests from Students and NMAs.
  • The DRC will provide Students and NMAs with support and advice.
  • The DRC will communicate regularly with NMAs and Students.
  • The DRC will carry out an annual Student Update.
  • The DRC will carry out an annual NMA Appraisal.
  • The DRC will carry out an annual NMA Update.
  • The DRC will hold termly 'Thank You' events for NMAs.

Following these guidelines will ensure that Students and NMAs have a professional approach to the working arrangement which will result in a rewarding experience for all parties.

If at any time the Student or NMA has any questions or queries, please do not hesitate to contact Carrie Roberts, the Disability Support Co-ordinator (carrie.roberts@admin.cam.ac.uk or 01223 766775), who will ensure any issues are resolved promptly.

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