Document Conversion Services Policies and Procedures

The Document Conversion Service is the designated unit of the McBurney Disability Resource Center (McBurney) responsible for providing course materials in alternative formats including audio, Braille and enlarged text. Audio formats are used most commonly and include cassette tape, digital CD and electronic text for use with programs such as Kurzweil 3000 and 1000, JAWS, and other voice output software. The service is available to UW-Madison students with documented disabilities who have been approved for the service by McBurney staff.

The McBurney Center's policy is to provide alternative formats that ensure students have equal access to educational materials. When a book is available in multiple formats, the format that is most readily available will be provided. Additionally, McBurney will generally not convert texts readily available in an accessible format to another format. For example, print material available on digital CD will not be converted to electronic text.

In order to fully participate in the Document Conversion Service, students are expected to familiarize themselves with all conversion formats for which they have been approved and use the technology made available on campus, via loan through the McBurney Center, or through personal purchase.

1. Students must qualify as having a disability that is covered by the ADA and/or Section 504 of the Vocational Rehabilitation Act and have a McBurney service plan (VISA) with document conversion specified as an appropriate academic accommodation.
2. The student must currently be registered at the University of Wisconsin at the time of the student's request for alternative formats.
3. Because textbooks are copyrighted material, copyright law requires a student to own a physical copy of the textbook being requested in alternative format, and accessible formats cannot be duplicated or shared.
4. Materials posted on the World Wide Web are to be independently accessed by the student. McBurney will provide help in locating materials available through the web, if requested.
5. When accessing web-based electronic files, the student agrees to keep any usernames and passwords secret.
6. The student agrees to notify the McBurney Document Conversion Services Coordinator immediately when a course is added or dropped if Document Conversion Services are affected.
7. When print materials need to be scanned for conversion to electronic text, the student delivers a copy of the materials to be converted. If it is necessary for McBurney to unbind a book in order to convert it to an alternative format, McBurney will rebind the textbook.
8. Materials submitted at least eight (8) weeks prior to the start of class, and accompanied by a syllabus, will be converted to alternative formats and available prior to the syllabus due date. Any materials arriving after the eight-week deadline will be processed and made available as soon as possible. Converting highly technical material into Braille or tactile graphics will typically require more time.


Materials submitted without a syllabus will be converted in chapter order. No guarantees can be made as to when material will be completed unless a syllabus with due dates for assignments is received. It is the student's responsibility to contact departments or professors to obtain a copy of the syllabus for the course.
9. All adapted materials produced by McBurney or obtained from other sources by McBurney for student use is the property of McBurney and must be returned to McBurney immediately after the end of the semester for which the material was provided. If materials are not returned to McBurney, a hold may be placed on the student's records until the materials are returned.
10. McBurney agrees to provide specific converted materials for the semester that the student is enrolled in the class. Converted course materials from previous semesters may not routinely be archived and available for use after the semester has ended.
11. Priority registration may be available to students who need to use Document Conversion Service because significant advance preparation on McBurney's part is required to provide the services. Appropriate use of Document Conversion Service is required for priority registration eligibility.
12. Enlarged text is available through use of video magnifiers available on campus.

1. To receive Document Conversion Services:
   • The student's Accommodations Specialist first determines that Document Conversion Service is warranted.
   • The student and the Accommodations Specialist determines which alternate formats (e.g., audio, Braille, enlarged text) the student will use and records those on the VISA.
   • The student reviews the Document Conversion Policies and Procedures, completes Sections V and VI, and signs the agreement section.
   • The student is referred to the Document Conversion Coordinator who facilitates the training and provision of the converted materials.
   • Following the format determination, prioritization of format options, and any appropriate training and referrals, the student is ready to receive services.

1. Current formats provided by the Document Conversion Service are:
   • Kurzweil 3000 file (.kes)
   • Kurzweil 1000 file (.kes)
   • Text file (.txt)
   • Rich Text Format (.rtf)
   • MS Word file (.doc)
   • Adobe Portable Document Format (.pdf)
   • Audio Digital CD
   • Audio Cassette
   • Braille and tactile graphics
   • Enlarged text
2. The Document Conversion Service will produce only the specified format(s) listed on the student's VISA (e.g., audio, Braille, enlarged text). The student needs to obtain approval from the Accommodations Specialist if a format not approved on the VISA is desired. The student may change the priority order of their format choices by notifying the Document Conversion Coordinator.
3. When an electronic copy of a textbook is received from the publishers or individual course instructors, the student will receive the material in the electronic format in which it was obtained.
4. Materials converted to audio cassette will be done on 4 track at 15/16 speed.
5. Footnotes, figures, and charts are generally NOT converted. Converting footnotes, figures and charts requires significantly more turnaround time. Please request conversion of these items only if absolutely needed. Discuss any questions or concerns with your Accommodations Specialist.
6. McBurney will not produce multiple formats of the same textual material (e.g., Braille and electronic text). An exception may occur if the Accommodations Specialist determines that multiple formats are necessary to effectively communicate different textbook contents (i.e., electronic text in conjunction with tactile graphics for figures/graphs) in which case the material may be presented in more than one alternative format.
7. It is the student's responsibility to deliver all books and course materials to McBurney. Students should request a receipt for books delivered to McBurney. The receipt serves to validate that the student delivered the material to McBurney.
8. Current delivery methods used by the Document Conversion Service include:
   • Email attachment
   • Postal mail service
   • Students pick up materials at McBurney
9. Electronic files sent via postal mail or picked up at McBurney will be saved on CDs unless otherwise requested and agreed upon.

Directions: Your VISA will indicate which document conversion formats you are approved for (e.g., audio, Braille and enlarged text). Please list your audio preferences in priority order (e.g., 1 for your first choice, 2 for your second choice, etc.):

____	Audio: Digital CD (for use with specialized digital CD player)
____	Audio: Electronic text (for use with text to speech software)	  
____	Audio: Cassette (for use with 4-track tape recorder)




Directions:  Now list your “electronic text” formats in priority order.	



____	Kurzweil 3000 (.kes)
____	Kurzweil 1000 (.kes)
____	Text (.txt)
____	Rich Text Format  (.rtf)  
____	MS Word (.doc)
____    Adobe Portable Document Format (.pdf)



Students approved for Braille or enlarged text should discuss any requests for specific books in those formats with their Accommodations Specialist.  



Delivery Method: (List in priority order: (e.g., 1, 2, 3.) 
____	Email attachment (for electronic files only)
____	Postal mail service
____	Pick up at McBurney 

(RFB&D) Information - Check one:

____  I will use McBurney's Organizational (RFB&D) Membership for ordering course-related materials.
____  I choose to use my own personal (RFB&D) Membership.  I choose to pay annual fees myself so that I can order non-course related materials.

Students should communicate with their Accommodations Specialist or the Document Conversion Coordinator throughout the semester to ensure that all materials are being delivered in a timely and effective fashion.

I have met with my Accommodations Specialist and am aware of the Document Conversion Services Policy and Procedures. I agree to abide by the procedures outlined in this policy for provision of Document Conversion Services.

__________________________________	_______________________________
Student Signature						Date

__________________________________	_______________________________
Staff Signature						Date