Alternative Media Services
Staff:
Sarah Terry, Supervisor (Terry.5@osu.edu)
Ali Hickey, Production Manager (ahickey@studentlife.osu.edu)
Phone: 614-292-3307
Greeting and Overview
Welcome to the Alternative Media (Alt Media) Web page. Provided in this section, you will find information regarding the process for requesting and receiving Alt Media and the different types of formats that can be provided.
Alt Media is the term applied to required course materials such as textbooks, electronic documents, exams and other print materials which the student needs converted into an accessible format, such as PDF w/text, RTF (Rich text format) or DOC (document), MP3 (Audio format), DAISY (Digital Accessible Information System), audible mathematics, paper enlargements and Braille. Below, you will find further explanation and discussion of these formats.
The creation of a textbook in an alternative format is labor intensive and time consuming; therefore, early textbook identification is critical. Delays in textbook identification could possibly result in the student not being able to access their textbook information.
Steps for Requesting Materials
1. Intake with your assigned ODS Counselor
Your counselor will review your accommodation needs and discuss if having your course materials converted into Alt Media will assist you with your course work.
2. Orientation with Alt Media Staff
Either during your intake appointment or at another scheduled time soon after your intake, you will meet with either Sarah Terry or Ali Hickey for around 10 to 15 minutes to discuss different options available to you and discuss which format will work best for you. Note that you can change formats at a later time if you find that your current format is not working as desired.
3. Scheduling Courses
Please notify by e-mail both Sarah Terry (terry.5@osu.edu) and Ali Hickey (ahickey@studentlife.osu.edu) when you have scheduled your courses. Be sure to indicate which courses you will and will not need Alternative Media produced.
4. Changes in Courses
It is also important to e-mail both Sarah Terry (terry.5@osu.edu) and Ali Hickey (ahickey@studentlife.osu.edu) if you change sections, add and/or drop classes. This will allow us to stay focused on the courses you are enrolled in and ensure that we are working on the materials that you need for class. We are not automatically notified when you change courses, we need you to inform us.
5. "The Process"
Once you notify the Alt Media Staff of your schedule, they will begin contacting departments, instructors and bookstores in attempt to identify the required reading materials that will be used in classes. Once identified, ODS will obtain its own copies of the texts and will then converting and editing the texts. We do not use the students’ personal copy of the text because we remove the binding covers from the books and this prevents the books from being resold.
When tracking down texts, the Alt Media staff can face some challenges. Sometimes instructors have yet to be assigned to classes or the instructors have not yet chosen which books they will be using. These factors affect how quickly ODS can identify, obtain and begin production on the books.
6. Syllabi - 1st Week of Classes (paper or e-mail)
It is important for you to provide Alt Media with copies of all of your course syllabi before the end of the first week of the quarter. Not only does the Alt Media Staff need your syllabi for documentation purposes, but also so that we can prepare your readings in chronological order.
Carmen Materials are produced only upon request – see Alternative Media Terminology and Resources below for further explanation.
Notification E-mails and Receiving Materials
1. E-mails
The Alt Media Staff will e-mail you as materials are ready for pickup. During the beginning of the quarter, you will receive a “rough burn” of your texts (unless you use PDF w/ Text, DAISY or audible mathematics). Rough burns are unedited versions of the text, meaning that this is the initial format that is created by the staff when we first scan in the document but have not edited or cleaned up the text. If the rough burn version of your text works well for you, please let us know right away. It takes approximately 200 hours of labor per textbook to produce a fully-edited text, which is often not necessary.
2. Receipts
Before the Alt Media staff can provide you with your Alt Media, you must show proof of purchase to satisfy copyright law. This can be done by either showing or emailing copies of your receipts or letting us photocopy the cover of the book.
3. Quality Control Checking Materials
The Alt Media staff performs quality control checks on the materials produced however we suggest that you also check your materials. Please check that materials are working and are in the correct format within 24 hours of receipt. Due to the high volume of our production, errors can occur, however if there is a problem with the format or how it functions, please notify by e-mail both Sarah Terry (terry.5@osu.edu) and Ali Hickey (ahickey@studentlife.osu.edu) immediately so that we can address the issue for you.
Training/Orientation
Before receiving your Alternative Media, please schedule an appointment with Assistive Technology Training Center (ATTC) to receive further training and orientation. Please call the main office to schedule this appointment: (614) 292-3307.
Types of Alternative Media
PDF w/Text Format
Definition: PDF stands for Portable Document Format with text recognition. Once the material is received, it is scanned into an image file and then converted into a PDF w/text format which is then loaded onto a CD for the reader to access. This format includes a full image of the page along with text recognition which can be "read" by using Adobe Reader v.9 which is a free download from Adobe.com. The Adobe site can be located at: http://www.adobe.com/products/acrobat/readstep2.html?promoid=BUIGO
Timeline (estimated production rate): 2 Business days from when ODS receives or gains access to the material
Pros:
1. This format has the quickest turn around time.
2. This format does allow for certain adjustments such as the voice, the pitch and the speed at which the document is read.
Con:
1. You must use a computer to access the files. Portable in the definition refers to the ease by which the document can be accessed and displayed: it cannot be put on an mp3 player.
.rtf / .doc Format
Definition:
.rtf stands for Rich Text Format which can be accessed by most word processing software used with PC platforms. This format is typically used with assistive technology such as screen reading software in order to “read” the document to the user.
.doc stands for Document which can also be accessed by most word processing software including both PC and Mac platforms. This format is typically used with assistive technology such as screen reading software in order to “read” the document to the reader.
Neither of these formats contains images, and they are limited to text only format as produced by ODS.
Timeline (estimated production rate):
Option 1: Rough Burn: 3 Business days from when ODS has material in possession.
This material is provided in an “as is” basis, straight from the scanner to the reader. This format is often provided first in order to provide the reader with ready access to the materials with the understanding that no editing/clean up has been done to the document. This format works best with texts that are not graphically based, and do not contain side notes on the page. Courses such as Comparative Studies, English, History, Political Science, Psychology, Social Work and Sociology typically scan in well and do not require much if any editing/clean up to the documents.
Option 2: Edited/cleaned up: Varies
Depending on the complexity of text, it can take anywhere from 50 to 500+ hours to edit or clean up a textbook. On larger more complicated texts, multiple editors can be editing a text at the same time and material will be edited in the order it appears on the syllabus. Partially edited potions will be provided to ensure that you keep up with readings throughout the quarter.
MP3 Format
Definition: An mp3 file format is an audio version of the .rtf format. First the book is scanned into an image file and then converted to an .rtf file. Then, the text is edited/cleaned up and then converted into an MP3 file format using specific software called Text Aloud. Once the file is converted to MP3 it is then uploaded onto a CD and provided to the reader. These files can be loaded onto portable devices such as MP3 players and IPods.
Pro: Files are portable
Con: Files have little navigational control
Timeline (estimated production rate):
Rough scan: 3-4 Business days from when ODS receives or gains access to the material
DAISY Format
Definition: DAISY stands for Digital Accessible Information System. DAISY files are a combination of audio and digital text format with built in navigation control that will allow the user to move from main chapter to subheadings and organizational breaks as prepared by ODS.
Timeline (estimated production rate):
Only fully prepared DAISY files are released to users as it is not possible to prepare partial DAISY files.
Voices: are predetermined by file set up
Pros:
1. Format has navigation control
2. Format provides both audio and text combined
3. Speed of reading can be adjusted by user
4. Can be used with free Open Source software called AMIS by following this link http://amis.sourceforge.net/.
5. You can also purchase the inexpensive ($59) software called eClipseReader-LT which is the Talking book reader for DAISY digital talking books from http:/www.irti.net. Follow this link if interested in this inexpensive software option to access your DAISY books
http://www.irti-cat.peachhost.com/ct_PReclipse-lt-03.htm.
Con:
1. The DAISY files that are prepared by ODS are not portable and must be used at a computer.
Audible Mathematics
Through the use of new software (InftyReader) we are able to provide audible mathematics for those students needing this format. To inquire about this format, contact Sarah Terry or Ali Hickey.
Paper Enlargements
This format can most typically be provided within 24 business hours. Our copier can produce black and white copies enlarged up to ledger size paper which is 11 x 17 inches.
Pro:
1. You are able to take notes on the enlargements.
Con:
1. Paper enlargements are heavy and difficult to manage due to their size.
2. Paper is subject to damage from water, heat, tears etc.
3. Print size is limited to what can be provided by a copier.
Braille
ODS does not have a Braillist on staff; however, we are able to produce Braille documents by use of the Duxbury software. We are able to produce short (50 pages or less) non scientific documents in Braille within 2 to 3 business days of receiving the document.
Textbooks will be outsourced and the request for such materials needs to be made at least six months in advance of when it will be needed. Materials containing equations and scientific notation will be handled on a case by case basis.
Timeline (estimated production rate):
Materials that are provided directly to the ODS in a digital (.doc) format that do not require reformatting, can be produced in 2-3 business days.
Alternative Media Terminology and Resources
Bookshare.org (http://www.bookshare.org)
n.d. (Web). 8/13/08. Bookshare.org is a web-based system supplying accessible books in digital formats designed for people with disabilities. These digital formats are the NISO/DAISY XML-based format for the next generation of talking books, and the BRF format for Braille devices and printers. Access to copyrighted books from Bookshare.org is limited to people with bona fide print disabilities and the schools and nonprofit organizations serving them. An array of security protections and Digital Rights Management solutions ensure that these books are available only to authorized users. End
Memberships can be obtained through the institutional membership which the Office for Disability Services (ODS) has established with Bookshare.org. Obtaining books through Bookshare.org will depend on the type of membership you select. For more information on how the membership can work for you, contact either contact Sarah Terry.5@osu.edu or go directly to the website at: http://www.bookshare.org/web/SupportOrgSignUpInfo.html
Carmen Materials (OSU course management tool)
- Materials are posted on the CAMEN site (https://carmen.osu.edu/) by instructors for their students to access additional course materials.
- Alternative Media will not produce CARMEN materials unless specifically instructed by you. Many students are able to work directly with their Carmen materials and do not require the Alt Media staff to process the materials. However, if your instructor has posted PDF readings for you to access and you are not able to access the readings then please notify by e-mail both Sarah Terry (terry.5@osu.edu) and Ali Hickey (ahickey@studentlife.osu.edu) immediately so that we assist you in accessing the materials.
Image File
An image file is a picture or "image" of the page. It contains no text recognition at all. It is similar to looking at a photograph and can only be viewed on the computer not read by screen reading software.
OCR (Optical Character Recognition)
After scanning the text, the next step (step 2) is to take the image file through the OCR process, which then converts the image file into a text document. In some cases the student can work with this "rough" document as is, but not in all cases.
Scanning
This process involves taking printed matter and transferring it into digital format via a high speed scanner which utilizes OCR (Optical Character Recognition) software to convert the image file into a text file. Textbooks have their covers removed and then the material is scanned in (referred to as step 1) by use of our high speed scanners.
Sections of a book (commonly referred to):
For our purpose, books are referred to in three main sections:
- Front Matter: All material preceding the body of the book including the Title Page, Table of Contents, Preface and Introduction
- Body: All materials contained between the Front and the Back Matter
- Back Matter: Glossary, appendix and index etc.
“Step 1”:
This is our in office term referring to scanning of the material.
“Step 2”:
This is our in office term referring to the conversion of the scanned material into the desired format.
Open Source Screen Reading Software:
WordTalk: http://www.wordtalk.org.uk/
For .rtf or .doc formats, this program will highlight each word that it reads.
NaturalReader: http://www.naturalreaders.com/.
Has free (with Microsoft Mary or whatever SAPI voices you have installed) and pay-for (more voices, more functionality) versions. It will read PDF’s. The program has two modes--a mini mode, in which you select text from the web, a PDF, PowerPoint, Word doc, etc. and then hit the play button and it reads it aloud--with NO highlighting. The second mode is a copy and paste mode, in which you copy the text you want to read into the NaturalReader interface and play it back. Doing it this way highlights the words.
CLiCkSpeak: http://clickspeak.clcworld.net/. Web browser: plug-in for Firefox. It will highlight sentences and read text aloud. It works with Firefox 2 and 3.
You can adjust the playback speed in all of these programs.
Common questions and answers
Q. Will I be charged for having my materials converted into an alternate format?
A. No, you will not be charged. This is a free service; however you do need to purchase your own textbooks.
Q. I have problems with my materials - I can't get it to open, play, view etc.
A. E-mail both Sarah Terry (terry.5@osu.edu) and Ali Hickey (ahickey@studentlife.osu.edu), call the office or stop by to discuss the problem so that we can correct any issues with the materials.
Q. It's 3 PM on Friday and you realize that you don't have what you need for the weekend and want to know if you can pick it up before closing.
A. We suggest checking with the Alt Media staff on Wednesday of any week for your weekend needs.
Q. How long will it be until I receive my materials?
A. There are many factors that are a part of creating Alt Media, including teaching assignments, identifying materials and the format that is being created. Communication with the Alt Media staff about your needs will help to insure that production is on track and that your priorities are being addressed. If we have already worked on the material for another student, then the turn around time will be much faster because we will have those files prepared already.
Q. Do I have to have all my materials converted?
A. No. The Alt Media staff will proceed with your materials based on the information you provide to them about your priorities.
Q. Do I have to return my converted texts at the end of the quarter?
A. No, they are yours to keep.
Q. How would optional or recommended materials be processed?
A. The Alt Media staff will proceed with all required readings as identified on your course syllabus. Optional or recommended texts are not processed automatically. Please contact both Sarah Terry (terry.5@osu.edu) and Ali Hickey (ahickey@studentlife.osu.edu) to discuss your particular needs.
Q. What will happen if I do not pick up my materials for the quarter?
A. Your ODS counselor will be notified and no additional materials will be produced until you have met with your ODS counselor. If production time is spent on materials that are not needed then that takes time away from the materials that are needed. Please be sure and keep the Alt Media staff notified if it turns out that you do not need certain materials worked on.
Conclusion
Teamwork is essential in the Alternative Media process. It takes communication between the student and the Alt Media staff in order to make sure that all of the issues have been addressed. The student needs information and materials from the Alt Media staff and the staff needs input from the student about their courses and their format needs. By working together we are able to create access to course materials that are needed to meet your academic goals.
Helpful Link:
Books - Links (Barnes and Noble Bookstore) http://ohiostate.bncollege.com
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