Downtown DRC Alternative Format Services
Qualified students may be eligible to receive text materials in alternative formats (e.g., audio text, Braille, large print, tactile graphics, electronic-text). Students must meet with the DRC disability professional to determine if they are eligible for this accommodation.
Eligibility for Alternative Format Services is based on documented need. Students requiring alternative format must be admitted to the University early enough to use priority enrollment. If this timeline cannot be met, the DRC will attempt, but cannot guarantee the requested materials for the beginning of classes.
Textbook/print conversion is a time-intensive process, especially for technical subject matter (e.g., math, science, or music text) and can require up to four months to complete. The DRC will make every attempt to provide material as early as possible. However, late requests will result in a delay in providing materials. While specific methods are requested by the student, it does not imply that a particular accommodation must be granted if it is deemed unreasonable and other suitable techniques are available.
Requesting and Receiving Textbooks and Other Alternative Print Formats (Including Incidental Print Materials)
To facilitate availability of alternative print formats from the first day of class, qualified students must:
1) Use priority enrollment for all courses.
2) Within 10 days following priority enrollment:
- Provide DRC disability professional with a copy of the Course Request.
- Sign the Alternative Format Service-Accommodation Provision Agreement form with the DRC disability professional.
- 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 Support Services Supervisor.
Note: If unable to obtain copies of required textbooks or print materials, notify the DRC Support Services Supervisor as soon as possible.
3) Work with the DPC DRC Support Services Supervisor to complete the application process for Recordings for the Blind and Dyslexic (RFB&D) Institutional Membership, if applicable.
Note: RFB&D offers textbooks in cassette and digitally recorded formats.
4) Sign the Alternative Media End-User Agreement form with the DRC Support Services Supervisor, agreeing not to copy or reproduce any alternative media provided by the DRC or 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.
Note: Downtown Phoenix campus faculty will be notified by the DRC of requests for alternative format conversions made for their classes. Students are also encouraged to contact faculty to discuss any specifics pertaining to their alternative format needs and to obtain information about textbooks and other materials needed for their classes. Students should 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. Students should ask the instructors to work with the DRC disability professional and Tempe DRC Supervisor of Alternative Format Services.
5) Check RFB&D Web site online to determine whether the text is in the national archive of recorded texts.
Note: Students with personal RFB&D memberships can order directly from RFB&D.
6) Notify funding agencies (e.g., Rehabilitation Services, Services for the Blind) of the need for alternative format.
7) Acquire appropriate equipment (e.g., MP3 players) as necessary.
Note: Students must provide their own equipment or make other arrangements to access their converted texts after their first semester.
8) Provide the DRC Support Services Supervisor with a copy of the course syllabus for each class as soon as possible.
9) Notify the DRC disability professional and Tempe DRC Supervisor of Alternative Format Services immediately of all changes in class schedules, course requirements, or alternative media needs.
10) Provide the DRC Support Services Supervisor or Tempe campus Supervisor of Alternative Format Services with copies of incidental print materials and class notes for conversion.
11) Check your ASU e-mail account for messages from the DRC staff.
12) Pick up Alternative Media (tapes, CDs) at the DPC Disability Resource Center or as agreed upon.
Note: 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 DRC tapes, CDs, and loaned equipment to the DRC.
Note: In lieu of returning tapes or disks, students may supply the DRC with an equal number of blank tapes or CDs. (back to top)
DRC Disability Professional Staff Responsibilities
1) Evaluate student requests for alternative formats in specific classes.
2) Insert students' requests into the alternative format database.
3) E-mail alternative formats request notification to faculty, and cc: the Alternative Format Supervisor with the following information:
- verification of student enrollment in the specified course(s)
- a request for faculty response with all course text, syllabus or reading list/s (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 Tempe DRC Supervisor of Alternative Format Services.
5) With the student, fill out the End User Agreement and the Alternative Format Agreement.
6) Review appropriate software available for access to alternative format.(back to top)
DRC Support Services Supervisor Responsibilities
1) Complete the Alternative Format Service-Accommodation Provision Agreement form with the student.
2) Work with the student to complete the application process for Recordings for the Blind and Dyslexic (RFB&D) Institutional Membership as applicable.
3) Discuss and sign the Alternative Media End-User Agreement form with the student.
4) Forward proof of purchase (e.g., sales receipt/s) for required textbook/s or print material/s for each class to the Tempe Supervisor of Alternative Format Services.
5) Forward incidental print materials to the Tempe campus Supervisor of Alternative Format Services for conversion. (back to top)
DRC Alternative Format Services Responsibilities
1) Send notifications to all students who requested alternative format, including an overview of the alternative format process and contact information to their ASU email accounts.
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. (back to top)
Department Liaison, Faculty/Instructor, or Chair
Textbooks, handouts, overheads, unscheduled assignment or readings, impromptu homework assignments, and incidental print materials:
1) Supply the DRC Supervisor of Alternative Format Services (phone: 480/965–8490;fFax: 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 (phone: 480/965–8490; fax: 480/965–0441) according to the following schedule:
- No later than three business days before expected use in the classroom, if less than 10 pages, or
- No later than five business days before expected use in the classroom, if more than 10 pages. (back to top)
See Procedures for Testing Accommodations for information regarding alternative format conversion of exams, and quizzes. (back to top)
Provide the DRC with an electronic file containing textbooks needed for various courses. Send a revised file every two weeks. (back to top)
Pay for preparation of audio/digital recordings, Braille, E-Text, or large print materials when applicable. (back to top)