Alternative Format Services procedure

Note:The DRC Disability Access Consultant (DAC) will notify instructors of the student's need for alternative format conversions. However, students are encouraged strongly to also notify the instructor directly of his/her alternative format needs (e.g., obtain information about which textbooks and materials are needed for classes in which they are enrolled, inform instructors of their need to receive class handouts in alternative formats at the same time their classmates receive the handouts in print format, and request for instructors to work with Alternative Format Services).

It is a student's decision whether or not to disclose their specific disability to ASU professors or departments.

Qualified Student Responsibilities:

  1. a. Continuing ASU students must enroll within 3 days of their priority enrollment date.

    b. New ASU students should attend an orientation session as early as possible upon admission to the university and enroll in classes.

  2. Within 10 days following enrollment:

    a. Meet with the DRC Disability Access Consultant and provide a copy of the semester enrollment information (schedule of individual classes being taken).

    b. Sign the Alternative Format Service-Accommodation Provision Agreement form with the DRC Disability Access Consultant.

    c. 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 Supervisor of Alternative Format Services.
    Note: If unable to obtain copies of required textbooks or print materials, notify the Supervisor of Alternative Format Services as soon as possible.

    d. Work with the DRC Disability Access Consultant to complete the application process for Learning Ally Institutional Membership and/or Bookshare Membership, if applicable.

    e. Sign the Alternative Format 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.
  1. Check Learning Ally Web site online (http://www.learningally.org/) and/or Bookshare (http://www.bookshare.org) to determine whether the text is in the national archives of converted texts.
    Note: Students with personal Learning Ally or Bookshare memberships can order directly from Learning Ally or Bookshare.

  2. Notify funding agencies (e.g., Rehabilitation Services, Services for the Blind) of the need for alternative format.

  3. Acquire appropriate equipment (e.g., Learning Ally players, MP3 players) as necessary.
    Note: Students must provide their own equipment or make other arrangements to access their converted texts after their first semester.

  4. Provide the Supervisor of Alternative Format Services with a copy of the course syllabus for each class as soon as possible.

  5. Notify the Supervisor of Alternative Format Services immediately of all changes in class schedules, course requirements, or Alternative Media needs.

  6. Provide the Supervisor of Alternative Format Services with copies of incidental print materials and class notes for conversion if needed.

  7. Check ASU e-mail account for messages from the DRC staff and deliveries of digital media.

  8. Pick up Alternative Media (hardcopy Braille, CDs) at the Disability Resource Center; digital media will generally be emailed.
    Note: Failure to pick up materials in a timely manner may result in suspension of the Alternative Media accommodation.

  9. At the end of each semester, return all DRC CDs and loaned equipment to the DRC.

DRC Disability Access Consultant Responsibilities:

  1. Evaluate student requests for alternative formats in specific classes.

  2. Forward student requests for alternative format to Alternative Format Services.

  3. E-mail alternative formats request notification to faculty, with Alternative Format Supervisor on cc, with the following information:

    a. verification of student enrollment in the specified course(s)

    b. a request for faculty response with all course text, syllabus or reading list (e.g., sequence of textbooks, chapters, or pages), and other course material information within 10 working days of notification.

  4. Forward all faculty responses to the Supervisor of Alternative Format Services.

  5. Fill out with student the End User Agreement and the Alternative Format Agreement.

  6. Review appropriate software available for access to alternative format.

DRC Alternative Format Services Responsibilities:

  1. Send notification to all students who requested alternative format to their ASU account including an overview of the alternative format process and contact information.

  2. Locate, procure or convert materials in a timely manner.
    Note: 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 via the student's ASU e-mail account.

  4. Assist with problem resolution if the student experiences difficulties in accessing or using the media provided.

  5. Archive master copies of converted materials for future use.

  6. Return all loaned textbooks to faculty, academic departments, or the ASU Bookstore at the end of each semester.

Department Liaison, Faculty/Instructor, or Chair Responsibilites:

Textbooks, handouts, overheads, unscheduled assignment or readings, impromptu homework assignments, and incidental print materials:
  1. Supply the DRC Supervisor of Alternative Format Services (telephone: 480/965-8490; fax: 480/965-0441) 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.
    Note: The DRC may need to use these materials until such time as they become available from the ASU Bookstore.

  2. Request an additional copy of textbook(s) for the DRC when ordering desk copies.

  3. Provide handouts, overheads, unscheduled assignment or readings, impromptu homework assignments, and incidental print materials (preferably in an electronic format) to the DRC Supervisor of Alternative Format Services (480/965-8490; fax: 480/965-0441) according to the following schedule:

    a. No later than three business days before expected use in the classroom, if less than 10 pages
    OR
    b. No later than five business days before expected use in the classroom, if more than 10 pages.

Tests and Final Exams:

See Procedures for Testing Accommodations for information regarding alternative format conversion of exams, and quizzes.

ASU Bookstore Responsibilities:

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