Text Conversion

Accessible Media Services (AMS) is the unit of the Division of Disability Resources and Educational Services (DRES) responsible for providing course materials in accessible formats to University of Illinois students with documented disabilities.

Students must sign the Accessible Media Format Agreement to receive services.

  1. Student Requirements
  2. Process to Receive E-Text Services
    1. Courses with E-Reserves and Web-Based Materials
    2. Optional materials
    3. Due dates
    4. Archived materials
    5. Alternate Formats Available
    6. RENTAL BOOKS
    7. HATHI TRUST

Student Requirements

DRES works to ensure that appropriate accommodations are provided for students who are eligible for services. In order to maintain the integrity of the services offered in accordance with the law, the following rules apply to students who use Accessible Media Services:

  • The student must qualify as having a disability that is covered by 2 U.S.C. Section 135a; 46 Stats. 1487.  Students' disabilities shall be verified by providing DRES with an Application for Service and appropriate documentation of their disability per DRES' documentation guidelines.
  • Students must show a receipt for the purchase of their copy of the textbooks to be converted before 1st day of classes, or students will be denied access to the Compass2g website.
  • The student must currently be registered at the University of Illinois at the time of the student's request for accessible formats. Materials that are for a qualified graduate student, who is teaching a class will also be converted, provided that a syllabus with due dates is provided.
  • The student agrees to keep their user name and password private, and also agrees that they will not copy or reproduce any e-text materials received, nor allow anyone else to do so. Sharing of materials that have been produced solely for a student with a print disability will be reported to the appropriate campus personnel, as this is a violation of the Student Code of Conduct and Copyright Law.
  • ***** SPRING 2015 - BOOKS ARE TO BE IN AMS OFFICE BY 5PM ON November 21  FOR COMPLETION FOR START OF SPRING 2015 ON TUESDAY, JANUARY 21 *****

NEW FOR ALL ILLINOIS DEPARTMENT OF HUMAN SERVICES/DIVISION OF REHABILITATION SERVICES (DHS)/STUDENTS WHOSE BOOKS ARE PAID FOR BY DHS:

  • Students who have their books paid for by DHS will need to sign a form giving DRES permission to share your UIN with the Illini Union Bookstore.  You may print it and bring it our office, email it back or fax it to our office.  Any books that are purchased for a class that are dropped are your responsibility. (Form attached)
  • ONLY THOSE STUDENTS WHO ARE HAVING BOOKS SCANNED CAN USE THE SERVICE OF HAVING BOOKS CHARGED TO THE DRES/IUB ACCOUNT AND HAVE IUB DELIVER BOOKS TO DRES!!!                                                                                          IF YOU ARE NOT HAVING YOUR BOOKS SCANNED BY AMS - YOU MUST PAY FOR YOUR OWN BOOKS AND GO TO IUB YOURSELF AND PICK THEM UP YOURSELF.

 

FOR ALL STUDENTS:

 

  • Process to Receive E-Text Services:

  • Students submit their BANNER schedules to the Accessible Media Services Office (DRES-Accessible-Media@illinois.edu) immediately after they Advance enroll.  You will need to download your schedule and send it to AMS.  If you don't know how to do this, ask your Access Specialist or AMS Staff and we can assist you.  Students will be notified via email of the policy and procedures and the due date for each semester.

STUDENTS WILL NEED TO DO THESE NEXT TWO ITEMS SIMULTANEOUSLY:

  • 1. Students will email their professors to request book lists as soon as they register for classes.  Students who have difficulty getting a response from instructors should contact their DRES Access Specialist for help.  Here is an example of the FACULTY TEXTBOOK REQUEST LETTER.
  • 2. Email Lauren Chambers, who is our contact at Illini Union Bookstore at jechambe@illinois.edu in the following manner:
  • CC:  dres-accessible-media@illinois.edu
  • Subject Line: DRES STUDENT (you will get priority attention only if this is in the Subject Line)
  • Give Lauren your schedule, complete with Section Numbers
  • She will reply with either a book list, or that no book list has been submitted.

 

  • You will send booklists to the Accessible Media Office (dres-accessible-media@illinois.edu) as soon as you receive the information. 
  • Lauren will let you know if the bookstore has any of the books in the warehouse – IF THEY DO, PURCHASE THEM IMMEDIATELY AND ASK TO HAVE THEM DELIVERED TO DRES.  IF THEY ARE NOT AVAILABLE FROM IUB, PURCHASE THEM ONLINE (AMAZON, BARNES AND NOBLE, etc) AND HAVE THEM SENT TO DRES IN THE QUICKEST METHOD AVAILABLE.
  • Books that arrive AFTER  the due date, will be put into a first-come, first-serve queue, and will be converted in that order. 
  • Book receipts will need to be turned in to the Accessible Media Office by the first day of class in order to access your materials on Compass2g.
  • Books that are turned into Accessible Media Services by the posted due date for each semester will have their materials ready for the beginning of the semester,  given available resources and expertise. Braille, tactile graphics, and other technical materials may need to be handled on a different schedule and would be negotiated with the student, the student's Access Specialist, and the Accessible Media Coordinator. Any book turned in after the posted due date will be placed on a wait list and completed in its entirety on a first come/first served basis, or as previously agreed upon. 
  • In the case of e-reserves or web-based materials, if the instructor can make the materials available to the Accessible Media Services early, we can begin work on the materials at that time.  If the materials are not available, then it is the responsibility of the student to download the materials from Compass2g, or ereserves, or any other website and send to the AMS staff for conversion, along with the appropriate due dates.  We will do our best to accommodate the due dates depending on when the assignments are received and due.
  • There are instances where an item is in very poor condition and cannot be scanned. We will inform the student of the situation and ask if they wish for us to do a library search for the item in order to get a better copy. The student will be given the option of having the materials converted after their due date or not to have it converted.
  • In order to obtain previously scanned materials from other entities (e.g., other colleges, LearningAlly, Bookshare, AccessTextNetwork) it may be necessary to share the student's name with that entity for legal purposes. The student gives DRES permission to share their name with only those entities sharing a scanned copy of the textbook. If the student refuses to share their name, any book that could be received from another source will not be scanned.
  • Web downloads are monitored during the semester. Students who do not access their website to download materials will need to discuss their future alternate format needs with their DRES Access Specialist to ascertain whether alternate format materials should continue to be produced.

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Course Materials

Courses with E-reserves and web-based materials

Many courses include E-reserves, and other web-based materials (e.g., Compass2g, Blackboard, Moodle) that might contain PDF's and PowerPoint presentations that are not readily accessible to students with screen readers. In cases where that information is known prior to the start of the semester, AMS staff will try to obtain the materials so that they can be converted prior to the start of the semester.  In those cases where it is not possible, it becomes the students responsibility to obtain the materials from the instructor, or download them from the internet and forward them to the AMS staff for conversion.  AMS staff is NOT responsible for monitoring individual course sites for new postings.

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Optional materials

Professors will often list optional textbooks or journal articles that can be read by the student if they choose. The student MUST inform staff if they wish optional materials to be converted. We will, however, convert journal articles or book chapters that are necessary for research papers for courses, but the student must provide the materials to be converted and a due date must be mutually agreed upon.

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Due dates

It is our goal to have materials that have been brought to the AMS by the stated deadline for each semester, converted and ready at the start of the semester.  Any books or articles brought in after the stated deadline will be placed on a wait list and converted on a first come/first served basis.

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Archived materials

The Accessible Media Services Office agrees to provide materials in an electronic format for the semester that the student is enrolled in class. Previous semester's materials are not archived, and will be removed from the website at the end of every semester. 

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Alternate Formats Available

  • Word (.doc)
  • Adobe Portable Document Format (.pdf)
  • Braille
  • Large print
  • DAISY
  • MathML (MathDaisy)
  • Foreign Language Daisy
  • Kindle

Rental Books

Students may submit rental books for conversion – HOWEVER, FILES MUST BE DELETED FROM THE STUDENT’S COMPUTER AT THE TIME THAT THE HARD COPY RENTAL EXPIRES.  The sharing of these electronic files is a violation of Copyright Law and the University’s Student Code of Conduct. The misuse of these electronic files could result in the loss of e-text services, as well as referral to the Dean of Student’s Office.

 Hathi Trust

The University is now part of the Hathi Trust.  Students can now search for materials and utilize the Hathi Trust database @ http://www.hathitrust.org/accessibility .  If materials are needed to be converted from the Hathi Trust, please contact dres-accessible-media@illinois.edu and we will be able to download and convert them for you.   All materials will come with a Copyright Coversheet that will outline specific guidelines and usage stipulations.  It is the student's responsibility to abide by these guidelines.   Alternate format materials checked out from the Hathi Trust must be deleted from your computer when the regular library materials expire.  The sharing of these electronic files is a violation of Copyright Law and the University’s Student Code of Conduct. The misuse of these electronic files could result in the loss of e-text services, as well as referral to the Dean of Student’s Office.

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