Disability Support Services
Text Conversion Procedure

TEXT CONVERSION GUIDELINES AND PROCEDURES

1. Students must have open cases with DSS and have been determined eligible to receive text conversion services. DSS staff will individually assist students with documentation acquisition and eligibility determination.

2. It is essential that students register early for classes. DSS has forms to use to request an early registration appointment. Registering early will give students more time to find out what texts and materials need to be converted.

3. Students must completely fill out an ALTERNATE FORMAT REQUEST FORM for each of their texts/printed materials. Students can pick up request forms at DSS or go online and print forms at:

   www.siu.edu/~dss/Documents/Alternate_Format_Request_Form.doc.

   To find the information needed for the request, students need to buy their books early, look this information up online, or contact their future instructors. Students must then contact Text Conversion Staff at Disability Support Services and schedule an appointment to process the requests. DSS can be reached by phone at 618-453-5738 or e-mail at siutc@siu.edu. Students who are physically unable to complete the forms may make an appointment with DSS Text Conversion staff to assist in completing request forms.

   When contacting future instructors, students need to explain that they will be in their classes next semester and need printed materials in an alternative format. Students should request advanced copies of any print materials needed during the semester. This may include, but is not limited to course packets, handouts, articles, syllabi, and extra desk copies of textbook(s). Explain to the instructors that any materials they lend or donate might be cut and removed from the binding if conversion services are necessary.

4. Once students have the text information for their classes, DSS will help acquire an alternative format such as electronic text (e-text), MP3, or Braille by one of the following three basic methods.
   1. Order the text from an organization or text repository that specializes in alternative text formatting (i.e. RFB&D). See list of organizations under number five of these guidelines. Students are encouraged to check on book availability with these resources and DSS will help with ordering.
   2. Order the alternate format from the publisher. DSS text conversion staff will assist with this process because most publishers want verification of the disability by a service provider.
   3. Scan and convert books or materials with the use of Optical Character Recognition (OCR) programs at DSS or various computer labs on campus. DSS will scan and convert the material. Training on this scan and read process is provided by request to every student, so students know how to convert documents themselves.
      

   Students are encouraged to make an appointment with a DSS text conversion staff member for training with the OCR programs. If the book is not readily available from the publisher or other resources, scanning and converting the material is the next option. Scan and read software is available for student use at DSS, the Computer Learning Centers (CLC) and Morris Library. DSS staff will give eligible students written referrals to use the computer labs on campus.

5. The organizations listed below might have students' materials in an alternative format readily available. If you have questions about these resources, call or e-mail our office and we will assist you.

   1. Recording for the Blind and Dyslexic (RFB&D): Search their catalog at www.rfbd.org or call them at 1-800-221-4792. SIUC DSS has an institutional membership and will help students order books available from RFB&D.
   2. American Printing House for the Blind: Go to www.aph.org and follow the links for Louis, their online database.
   3. Kentucky's Universal Design for Learning, Electronic Text Sources:http://kysig.louisville.edu/udl/links.htm
   4. Electronic Braille Book Library: http://www.braille.org/braille_books/#index
   5. Library of Congress: http://www.loc.gov/nls/
   6. netLibrary: http://www.netlibrary.com/

6. DSS will not convert books available from other sources (i.e. RFB&D). Students who are eligible to have DSS convert books for them must allow us considerable time to complete the process. DSS requires 8 working weeks to complete the text conversion process; therefore it is essential that students provide DSS with their materials well before the start of the new semester. Work will not begin on students' books until proof of purchase has been verified and an Alternate Format Student Agreement has been signed. Formats such as Braille, Braille music, and Tactile Formats require 12 working weeks to complete. Later requests will be processed in the order in which they were received.

7. Materials that are converted by DSS will have the binding cut and replaced with a plastic comb binding once the conversion process is complete.

8. Students will be contacted when physical materials are ready for pick- up (i.e. RFB&D CD's). Students must supply their own CD-ROM, flash drives, etc if needed. Electronic materials will be placed on SIUC's Blackboard website, once the conversion process is complete and proof of purchase has been verified.The Blackboard website is located at: https://mycourses.siu.edu

Mailing Address:
Southern Illinois University Carbondale
Disability Support Services Woody Hall B-150
Carbondale, IL 62901-4705

Phone: 618-453-5738 or TTY 618-453-2293
Text Conversion Office E-mail: siutc@siu.edu