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Transcription Services _____________________________________________________________

Transcription refers to the conversion of printed materials to alternative formats such as audio tape, electronic format, large print and Braille.

Registration: 

To be eligible to obtain your textbooks in alternate formats, you must first register with the AccessAbility Resource Centre at UTM.  After registering, your Disability Advisor will begin the process of obtaining your materials.
You will be advised to make an appointment with the contact person at the Robarts Library by telephoning 416-978-1957 or emailing access.services@utoronto.ca

The following is required at registration:

• A valid T-card
• Course outlines or a textbook list.

The following information is required for registering students before requests can be processed:

• personal information, i.e. name, address, telephone number, birth date, student number, and if used, email address
• nature of disability
• required accessible format of textbooks
• A signature on the registration form.

WRMS has indicated if a title is available in tape format and can be used, it will be ordered in that format. If a title has to be transcribed, it can be received in DAISY format. Therefore it is advisable to secure a 4-track tape recorder and a playback device or specialized software, depending on your mode of studying, on the go (playback device) versus grounded (specialized software).

Alternate Format materials can be ordered from the W. Ross MacDonald School, the provincial co-coordinating Agency, through Microtext in Robarts Library. This service is available to patrons who are registered with the AccessAbility Resource Centre and/or have proper documents.

Services to Students with Disabilities in the Access and Information Services of Robarts Library is responsible for ordering required textbooks in accessible formats for registered University of Toronto students.

W. Ross Macdonald School (WRMS) is the provincial government coordinating agency responsible for providing alternate format materials for post-secondary students in Ontario. WRMS has asked each university to assign a staff member to register students, place requests for accessible formats, and act as the liaison between students, WRMS, and the producers of accessible formats. That contact person works in the Library. Requests for accessible formats are sent to WRMS and WRMS also holds accessible formats already transcribed.
WRMS provides transcription for the following:

• complete texts
• partial texts up to 120 pages
• Other course-related materials, such as course packs, a series of articles, etc.

Class handouts, notes, and examinations are not transcribed by WRMS.

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Receiving Alternate Format Materials

For students at UTM and UTSC, the material is sent to their respective libraries via a book delivery system. The contact person will inform the student as soon as it is sent to the campus library. It takes up to 3 business days for delivery. If there is a further delay, the student should inform the contact person.

Alternate Formats and Equipment Requirements:

Several formats are provided. Students should consult their Disability Advisor at the AccessAbility Resource Centre to apply for bursaries to cover the cost of equipment.

• DIGITAL AUDIO is sound recorded as data or numbers. A computer is used to record and play back the sound of a person’s voice. It comes on computer disks and each installment is accumulative.

It uses DAISY (Digital Accessible Information System) for easy navigation through the structure of a book. Specific pages, sections, or passages can be accessed and bookmarks can be inserted.

DAISY cads must be heard with playback devices or specialized software. The playback device is the Victor Reader Vibe and costs $335, available at Humanware Canada (formerly Visuaide Toronto). It is small and therefore portable.

The software requirements are:

• Windows 98 or later
• Sound card
• Cd-rom drive
• Internet Explorer, version 5.0 or later

Using this option, you are obviously grounded at your computer and is suitable for studying at home.

• ELECTRONIC TEXT or ETEXT is scanned text and is received on a cd or in an email attachment. You must specify whether you use a pc (personal computer) or an Apple computer and which word processing program (Microsoft Word, WordPerfect, or other) you use.

Some publishers provide their recently published textbooks on cds.
These efiles are text only (no figures, diagrams, etc.) and are ‘as is’ (no editing or cleaning up) condition.
Some books whose copyright have expired are available on web sites.
For students who use etext, you must have a screen-reading program, audio software, and for cds, a cd-rom drives. You will hear the text in a machine-generated voice.

• LARGE PRINT: Students provide print copies of the textbooks. The binding is stripped and pages are enlarged.

• BRAILLE is considered as it takes up to 2 months to produce. It is more efficient to transcribe a book electronically and use refreshable Braille software to read and print the text in Braille.

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Placing Requests

The process of obtaining textbooks in accessible formats is a lengthy one so early planning is critical. It can take up to 6 weeks before you receive the first item.

Contact professors for course outlines or textbook list. You can also ascertain what books have been ordered for a course through the Bookstore. Course outlines are very helpful as they specify for producers when readings are required. Pick up an extra copy of course outlines for the contact person. They or the textbook list should be given to the contact person as soon as possible.

Students must provide the following information when ordering accessible formats:

• author or editor
• complete title
• edition and/or year of publication
• publisher
• number of pages
• ISBN (usually found on the back cover).

If a title is available in tape format and can be used by the student, it will be ordered. If a title has to be transcribed, it can be done in DAISY format.
WRMS informs the contact person on the availability of titles before sending any to the contact person.

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Transcriptions

If a textbook has to be transcribed, the contact person will try to obtain a print copy (the book itself) from University of Toronto Libraries. If the book cannot be borrowed by the contact person, it is the student’s responsibility to provide a print copy for transcription. You will be informed should this be necessary. The copies acquired in either case will be sent to the producers. Expect your book to be used by the producer for up to 3 months.

It takes up to 6 weeks before the first item is received. The expected delivery dates of new transcriptions are provided by WRMS.

If the course outline specifies a new edition of a textbook, the student will consult with the instructor and inquire if an earlier edition already transcribed will suffice. If the newer edition is necessary, transcription will proceed.

Students must notify the contact person immediately if there are last minute changes in their reading lists or if they decide to drop or add a course. If there are problems with the text, material, or transcription, students must notify the contact person.

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Course Packs

Course packs are provided on tape, DAISY, or etext. Students must provide print copies of course packs for transcription. These are pulled apart and the readings are completed in installments with both accessible format and print being returned. It takes approximately 2-3 weeks before the first installment is received.

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Returning Materials

Materials received from the contact person MUST be returned at the completion of the course requirements (usually mid-May). If students require the materials for further use, they should inform the contact person and ask for a loan extension.
Materials should be returned in their original packaging, especially paper content inserts, albums, and mailing pouches with original address labels, to the contact person.

For St. George campus students, you must return your material to Room 1008, Robarts Library, Monday – Friday, 9:00 a.m. – 4:00 p.m. If that is not possible, you may return them at the Loan Services Desk.

Receipts for returning the material, which the staff member signs, are combined with the due date slip.

The Library charges $145 each title of alternate format or each volume of Braille that is lost or not returned.

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Conclusion

Suggestions for improvements of this service are always welcome. For additional information or further clarification, please contact Zain Patel or Judy Young Chong in one of the following methods:

• In person: Room 1008, 1st Floor, Robarts Library, Monday – Friday,
  9:00 a.m. – 4:00 p.m.
• email: access.services@utoronto.ca
• telephone: 416-978-1957 (voice mail)
• fax: 416-971-3131
• by mail: Services to Students with Disabilities, Access and Information Services, Room 1008, Robarts Library, University of Toronto, 130 St. George Street, Toronto, ON M5S 1A5

These procedures are available in an accessible format upon request.

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AccessAbility Resource Centre
Room 2047, South Building
Tel: (905) 569-4699 | Fax: (905) 569-4366
Email: access@utm.utoronto.ca | Website: www.utm.utoronto.ca/access