[Athen] Question regarding Alt Text requests and agreements

[LaBella, Pam]

For alternative text accommodation we do not make a student fill out a form requesting alternative text.
The process starts once the student's  Disability Services Specialist sends me the student's  authorization notifying me they are receiving alternative text.  I print out their schedule and look up the textbooks assigned to their courses. I proceed to request the files from the publishers if I don't already have them. I start the process about 2 to 3 weeks before semester begins. Students are aware if they drop or add a class or no longer need alternative text for the semester to notify our office ASAP.

All students new to this accommodation meet with me for an Alternative Text Review  which informs the student about our alternative text process, policy and requirements. 
At this review the student provides me with information on what technology they will be using to listen to their alt text files. Do they have a laptop, MAC, PC, iPad , tablet, Victor Reader Stream, Learning Ally membership etc.  Are they using any special software now that can be used to play their alt text files? Such as JAWS, Read and Write, Kurzweil, etc. This information is useful so I know the formats of the files the student can use. Such as PDF, Word Doc, .rtf, .txt , DAISY, MP3, MAC,. I don't want to give a student a file that is not compatible with the technology they are using.  If they do not have text to speech software now I let them know about some free text to speech software that can be downloaded and used. Such as NaturalReader and AMIS for DAISY books.
If I have already met with the student I don't need to see them again the following semester, unless of course they have questions for me or need to inform me of changes in the technology they are using. 
Each semester the  student signs our alternative text policies/procedures form which covers copyright laws, no reproducing or distributing files, method of delivery, and technical assistance.

Once alt text file/s are ready I notify the student using our notification form. This form captures the date and how the student was notified their alt text is ready. It lists the files they are receiving, how the student would like their alt text delivered  (CD, thumb drive (provided by them), Drop box),  has the book receipt/s been received . This form is signed by student when they pick up their files. Files are not released until I receive the book receipt. 

I request a course syllabus when I have to scan a book for a student so I know if the entire book is needed, just certain chapters, order of the reading assignments and when they are needed.
Depending on the book and work load I may decide to manually scan the book a page at  a time or I get a desk copy from publisher for scanning if I will need to cut spine off book. If something is urgently needed by the student (one or two chapters)  I usually ask them to leave their book and the scanning can be done in a few hours to a  day or two, all depending on schedule and work load. 

To keep track of this whole process I have created a database which contains the student's information, date process was started,  the alt text files needed for semester, by course, book info, date file was requested from publisher or from Bookshare,  has a book receipt been received, has the student been notified, and did they pick up their files.  I can run a report anytime to show me if any follow up is needed. This helps me to make sure I have taken care of all the alt text requests.

Hope this helps 


Pam LaBella
Assistive Technology/Alternative Text Specialist
The Learning Accommodations Center 
Northern Essex Community College
Behrakis One-Stop Student Services Center SC105
100 Elliot Street, Haverhill, MA 01830
Tel# 978-556-3705

-----Original Message-----
From: athen-list [mailto:athen-list-bounces at mailman13.u.washington.edu] On Behalf Of Maria Bohn
Sent: Friday, March 18, 2016 12:28 PM
To: Access Technology Higher Education Network <athen-list at u.washington.edu>
Subject: [Athen] Question regarding Alt Text requests and agreements
Importance: High

How many of you require a student to fill out a form for Alt Text requests? Including books, handouts etc? Im thinking its more work for the student, but then also thinking no form is more work for me trying to keep track of a syllabus etc. Also do you have students sign any form of agreement at the beginning of the semester? We did just start a paper form that needs to be submitted with anything handed into the office which helps us keep track of requests but Im looking for a "best practices" sort of way to make this smoother on all ends. I always request a copy of the syllabus but I also inform the student they need to email me what they need (or call the office) to assure it is sent on time since I cannot keep track of everyone syllabus and due dates and since dates tend to change is there are class cancellations.


Maria Bohn
Senior Resource Accommodation Specialist Assistive Technology Office of Specialized Services Bergen Community College _______________________________________________
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