Alternative Format Services

The DRC Alternative Format Services Program is available to students who qualify to have their text converted into other formats, such as Braille, audio, or e-text. The program requests the texts in electronic text from the publishers and utilizes student workers and volunteers to convert college texts quickly and accurately. These conversions are monitored to ensure the highest level of quality possible. In addition, the DRC orders Daisy format books from Recordings for the Blind and Dyslexic (RFBD) for books that are already converted electronically. You will need to talk with your Disability Access Consultant to request alternative format materials.

Procedure to Receive Textbooks and/or Print Materials (including Incidental Print Materials) in Alternative Formats

Qualified Student

1. Must preregister for all courses in which alternative print materials are needed to facilitate availability from the first day of class.
2. Within 10 days following preregistration:
   1. Provide the Disability Access Consultant with a copy of the Course Request Preregistration form and meet with your assigned Disability Access Consultant to complete the Alternative format request process.
   2. Students must sign the Alternate Media End-User Agreement form, agreeing not to copy or reproduce any alternate media provided by DRC, nor to allow anyone else to do so. Student copyright violations, including the improper distribution of electronic text, may result in suspension of Alternative Format Services.
3. Purchase one copy of each required textbook or print material for each class and submit proof of purchase (e.g., sales receipt) to the DRC Services Coordinator for Alternative Format Services.
   
   Note: If unable to obtain copies of required textbooks or print materials, notify the DRC Services Coordinator for Alternative Format Services as soon as possible.
4. As appropriate, work with the Disability Access Consultant to complete the application process for Recordings for the Blind and Dyslexic (RFB&D) Institutional Membership. RFB&D offers textbooks in digitally recorded formats.
5. It is a student's decision to disclose a disability to ASU professors or departments. Students may contact professors or departments once they are registered for classes to obtain information about which textbooks and materials are needed for classes. Students may inform their instructors of their need to receive class handouts in alternate formats at the same time their classmates receive the handouts in print format, and ask the instructors to work with the Services Coordinator for Alternative Format Services.
6. Check RFB&D Web site online to determine whether the text is in the national archive of recorded texts. Students with personal RFB&D memberships can order the audio recordings directly from RFB&D.
   
   Note: Alternative format materials are provided commensurate with the class reading list or syllabus until RFB&D recordings arrive or if RFB&D does not have the text available.
7. Notify funding agencies (e.g., Rehabilitation Services, Services for the Blind) of the need for alternative format.
8. Acquire appropriate equipment (e.g., Daisy players, MP3 players) as necessary. Equipment is available in limited numbers, so students must place their requests when they preregister; availability of equipment is not guaranteed, especially for late requests. Students must provide their own equipment or make other arrangements to access their converted texts after their first semester.
9. Consult with your Disability Access Consultant if you are unfamiliar with either the equipment or the software programs to access your materials.
10. Provide the Services Coordinator for Alternative Format Services with a copy of the course syllabi as soon as possible.
11. Notify the Services Coordinator for Alternative Format Services immediately of all changes in class schedules, course requirements, or Alternative Media needs.
12. Pick up Alternative Media (CDs) at the Disability Resource Center. (Failure to pick up materials in a timely manner may result in suspension of the Alternative Media accommodation.)
13. At the end of each semester, return all CDs, and loaned equipment to the DRC. In lieu of returning tapes or disks, students may supply the DRC with an equal number of CDs.

Disability Access Consultant

1. Evaluate student requests for alternative formats in specific classes.
2. E-mail alternative formats request notification to faculty, including:
   1. verification of student enrollment in the specified course(s)
   2. a request for faculty response with all course text, syllabus or reading list (e.g., sequence of textbooks, chapters, or pages), and other print course materials information within 10 working days of notification.
3. Forward faculty response to the DRC Alternative Format Services Services Coordinator for Alternative Format Services.
4. Fill out the online Alternative Format Accommodation form to approve accommodation.

DRC Alternative Format Services

1. Facilitate the RFB&D process for students with Institutional Memberships and/or conversion production of print materials to Braille, audio or digital text, or E-Text for qualified students.
2. Order extra copies of each textbook or print materials to be converted. Locate, procure or convert materials in a timely manner. Every effort is made to find textbooks that are already available in accessible formats. Books that are not already available in alternative formats will be converted based on the student's request.
3. Notify the student when the requested textbook or course materials have been formatted and are available to be picked up.
4. Assist with problem resolution if the student experiences difficulties in accessing or using the media provided.
5. Provide loaner equipment (e.g., Daisy players, MP3 players) on a first-come, first-served basis for the semester.
6. Catalog/Archive master copies of converted materials for future use (dubbing).
7. Return/Collect all loaned textbooks and return them to faculty, academic departments, or the ASU Bookstore at the end of each semester.

Department Liaison, Faculty/Instructor, or Chair

1. Textbooks: Supply the DRC Services Coordinator for Alternative Format Services (telephone: 602.543.8221; fax: 602.543.8169) with a list of all print materials, textbooks, and a syllabus or reading list (e.g., sequence of textbooks, chapters, or pages) for the designated course within 10 working days of notification by the DRC. The DRC may need to use these materials until such time as they become available from the ASU Bookstore. When ordering desk copies of the textbook, request an additional copy for the DRC.
2. Handouts, overheads, unscheduled assignment or readings, impromptu homework assignments, and incidental print materials (preferably in an electronic format) must be provided (preferably in an electronic format) to the DRC Services Coordinator for Alternative Format Servicers (602.543.8221; fax: 602.543.8169) according to the following schedule:
   1. within three business days before expected use in the classroom, if less than 10 pages
      
      or
      
   2. within five business days before expected use in the classroom, if more than 10 pages.
3. Tests:
   1. Provide print materials (e.g., quizzes, mid-terms, periodic exams) to the DRC Services Coordinator (602.543.8221) or email west.drc.testing@west.asu.edu three business days before expected use in the classroom.
   2. Finals: Provide print materials (preferably in an electronic format) to the DRC Services Coordinator one week (five business days) before the scheduled exam date.
      
      Note: If the requested information and/or the text materials are not provided by the academic department or faculty within the appropriate time, the cost for outside agency rapid print conversion services may be billed to the instructor, faculty, and/or department.

ASU Bookstore

Provide the DRC with an electronic file containing textbooks needed for various courses. Send a revised file on a regular basis every two weeks.

Funding Agency

Pay for preparation of audio/digital recordings, Braille, E-Text, or large print materials when applicable.