POLICIES AND PROCEDURES

Jackie Charlesworth - Coordinator
(970) 491-6385

POLICY STATEMENT
(updated 8/2003)

Eligibility/Approval	Conditional Status
Provision of Services	Responsibilities
Options of Conversion	Other Conversion Needs
Requesting Material	Return of Material

Exceptions

RDS SERVICE POLICIES

ALTERNATIVE TESTING	INTERPRETING
NOTETAKING	TRANSPORTATION

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POLICY STATEMENT

Resources for Disabled Students (RDS) provides alternative text services as an auxiliary aid/accommodation for students with visual limitations, learning disabilities or other cognitive or physical limitations that significantly affect the ability to read and/or comprehend print material. Alternative text services converts print material into a format that is more compatible to a student's limitations in order to provide adequate access to information. Due to limitations in resources and/or technology, it may not be possible to convert all print material into the most preferred format for access.

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Eligibility and Approval

Eligibility for this service is determined by an assessment of a student's individual needs by the RDS Counselor or other appropriate RDS Staff. Students must have appropriate documentation of a disability in order to be eligible for alternative text services. The affects, or limitations, of the disability must also support the need for alternative text services as assessed and verified by the RDS Counselor or other appropriate RDS Staff.

Alternative text services may be requested by a student and/or be recommended by the RDS Counselor or other appropriate RDS Staff as an appropriate auxiliary aid/accommodation after an assessment of needs. All students who request alternative text services for the first time must meet with the RDS Counselor for approval.

Once approved, alternative text services must be requested by a student each semester in order to continue this service. The initial student request for alternative text services should be submitted through an Accommodations Request form to the RDS Counselor or other appropriate RDS Staff as part of the approval process. Approval of services will be provided in written format directly to the student and to the RDS Alternative Text Services Coordinator. In order to continue the service for subsequent semesters, a student is required to submit the Accommodations Request form directly to the RDS Alternative Text Services Coordinator for each semester in which this accommodation is needed.

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Conditional Status Approval

The RDS Counselor or other appropriate RDS Staff may also recommend and approve alternative text services under conditional status for a student who presents a strong indication he/she may need this auxiliary aid/accommodation but does not have supporting disability documentation. Strong indication includes but is not limited to: prior history of support services in school, indication the student is in the middle of a diagnostic process, or other clear indicators that a student likely has a disability that would significantly affect his/her ability to read print material. This indication may be confirmed by the Nelson Denny Reading Test or other appropriate means to assess a student's need. These indicators will be documented by the RDS Staff member as part of the recommendation and approval for services. Conditional status is limited to no longer than one semester. Continuation of service is dependent upon provision of supporting disability documentation.

Students who are temporarily disabled due to injuries affecting their ability to read may also be eligible for alternative text services. Students who are temporarily disabled due to injuries or other acute conditions may be granted conditional status through their recovery but no longer than one semester of service.

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Provision of Services

Once approved for services, students must meet with the RDS Alternative Text Services Coordinator for instruction and orientation of student options and responsibilities in securing alternative text. A student will also be referred to the Assistive Technology Resources Center (ATRC) for an assessment of appropriate technology as part of this accommodation. f a student is unfamiliar with alternative text methodology, he/she will be encouraged to try at least one method as an accommodation for one book to determine if the method chosen as the alternative is appropriate before all print material is converted.

The student and the RDS Alternative Text Services Coordinator collaborate to determine the most effective conversion for the student to have access to print material, taking into account the type of material to be converted as well as the resources available to support the conversion.

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Responsbilities

The process for converting text into alternative formats requires the student to actively participate in the process. Both students and RDS have specific responsibilities as part of this collaboration.

Students

Students requesting alternative text formats are responsible for, but not limited to, the following:

1) submitting requests in a timely manner
2) submitting syllabi for each class needing converted text
3) picking up and returning all tapes used for conversion by RDS volunteers
4) providing feedback to RDS volunteers as needed
5) contacting the RDS Alternative Text Coordinator of any problems in receiving converted material

RDS

The RDS Alternative Text Services Coordinator is responsible for monitoring the progress of all formatted material and to notify the student if significant delays occur. If needed, the RDS Alternative Text Services Coordinator will also work in conjunction with any faculty member who may play a significant role in providing print material conversion to facilitate the process.

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Options of Conversion

AUDITORY OUTPUT

The most common conversion of print is to auditory output. Text is translated into recorded material on tape or scanned so that it may be accessed through a computer speech synthesizer.

Conversion to auditory input on tape is usually recommended for large textbooks. Scanning requires material that is not "bound" and is usually more suitable for articles, handouts, syllabi, etc. rather than specific textbooks. Conversion of text can also be into Braille although the same limitations apply as it does to scanned material.

Books can be unbound through the Morgan Library for no charge.

Taped Material

There are two primary sources from which printed material is converted to auditory output on tape: through Recording for the Blind and Dyslexic (RFBD) and through the use of volunteer readers.

Students who find recorded material on tape to be effective are encouraged to apply for services from RFBD as they will then have access to an alternative form of reading material for other needs. RFBD offers a more professional level of reading that may be advantageous for a student, especially if there is anticipation for an extreme amount of reading either as a student and/or for professional goals. The RDS Alternative Text Coordinator will provide information concerning RFBD to all students who use this service. Enrollment with RFBD, however, is not required in order to receive RFBD books as RDS is able to order books through an institutional membership.

Recording for the Blind and Dyslexic

Recording for the Blind and Dyslexic (RFBD) is a national, non-profit, volunteer service organization that provides recorded books free on loan to its subscribers. The books recorded by RFBD are professionally recorded, from beginning to end, and arrive either in consecutive installments or in a complete set of tapes.

To become a subscriber, a student must send a completed application to RFBD with verification of disability from an approved specialist. The cost for a subscription is $25.00 annually plus a $50.00 one time registration fee. Applications for RFBD are available from their web site: www.RFBD.org.

Students who subscribe to or receive books from RFBD will need a 4-track tape player. These players are available on loan free from the Colorado Talking Book Library. (Students may also order other books on tape from this Library.) Documentation/confirmation of a disability is needed in order to apply for the player. Applications are available in the RDS office. One of these players is available in the Morgan Library on campus.

If individually subscribing, students can use the RDS office as a mailing address for books from RFBD as well as for the delivery of the 4-track player (unless their permanent address is in Ft. Collins). This allows a student to change residences without having to update with RFBD. Taped books will be sent to the address indicated as the mailing address. The 4-track player can be kept by a student indefinitely as long as he/she is using 4-track tapes. If no longer using 4-track tapes, the tape player must be returned to the Colorado Talking Book Library.

RDS Volunteer Recording

RDS Volunteer Recording service is an alternative resource to provide taped printed material to students. This service assigns a volunteer reader to record a book on tape which is done in the volunteer's home.

Unlike books taped by RFBD, RDS volunteers are not professionally trained and the books are taped on regular cassette tapes which can be listened to from an ordinary cassette player as well as by a 4-track player. Books read on tape by RDS volunteers will normally follow the syllabus of reading assignments unless otherwise indicated by the student.

Students who choose to utilize RDS recording services are requested to "contribute" ten (10) high quality (90 minute) cassette tapes (one time only). RDS will provide any additional tapes that may be needed (unless special requests are made by a student).

Other Auditory Options

If it is not possible to convert printed material on tape for a student, he/she is encouraged to explore other options for accessing print material.

-- One alternative is to convert print material into a format that can be accessed with a voice synthesizer and computer technology (E-Text). Print material must be unbound and scanner ready. Students must request this conversion directly from the RDS Alternative Text Services Coordinator. Once the material is provided to RDS, it will be scanned and converted into a computer file that can then be used with specific software for voice output. Turn around time for scanned material conversion for a book (unbound by RDS) is 2 weeks. Three (3) to five (5) days may be required for smaller handouts. The time needed for the scanning process is dependent upon the nature of the material and the reformatting that may be required.

-- Print material may also be converted to an MP3 file for use with computer technology. (This service will be available by Spring 2004)

-- Another alternative method is to use a one-on-one reader. RDS will provide a list of volunteer readers or the student may wish to advertise for readers if he/she has funds to pay for such services. Arrangements for one-on-one readers are made between the student and reader directly as schedules and available time will vary.

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Other Conversion Needs

BRAILLE

RDS will convert print material to Braille on a limited basis. Requests for Brailled material must be made directly with the RDS Alternative Text Services Coordinator. Material must be unbound and scanner ready. Once the material is provided to RDS, it will be scanned, reformatted as needed, and printed in Braille. Depending upon the type of text, conversion may require 2 to 5 days (e.g., music requires 3 to 5 days, text handouts 24 to 36 hours).

SIZE AND TACTILE REPRESENTATION

Some print material may need to be enlarged or embossed to provide effective access. Any requests for either enlarging, embossing, or other conversions necessary to allow access to print material should be made directly to the RDS Alternative Text Services Coordinator.

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Requesting Material

All requests for alternative text formats must be made in a timely manner. Requests received prior to the beginning of a particular semester will have priority over those that come in after the first day of class. Requests made after during the semester (after the first 2 weeks) will be completed as time and staff allow. Priority is given to requests by students who are blind/low vision as this is the primary means to access print material.

BOOKS ON TAPE

Any book to be converted to auditory output should be requested the semester preceding the semester it is needed. This time frame usually coincides with registration. Once a course number and section of a class is known, information about particular textbooks can be obtained from the University Bookstore in most cases. All conversion requests for books will need the following information: Title of Book, Full Name of Author(s), and Copyright (or edition).

A student has the option of 1) having RDS order the book from RFBD, 2) requesting the book be recorded by RDS, 3) if a member of RFBD, ordering the book directly from RFBD or 4) purchasing two copies of the required book and sending it to RFBD for recording.

Those opting for RDS assistance in obtaining taped versions of books must complete a Book Order form for each book and submitted to the RDS Alternative Text Services Coordinator. Once a Book Order form is received, the RDS Alternative Text Services Coordinator will first check to see if the required book is already recorded by RFBD. If it is, then RDS will order the book for any student who is not a subscriber to RFBD as RDS maintains an institutional membership with RFBD. If a student subscribes to RFBD, his/her social security number becomes a Borrower ID number that is used when RDS (or the student) orders taped textbooks.

If a textbook is not available from RFBD or otherwise requires recording by volunteers, RDS will assign one to the book as soon as an appropriate volunteer is identified. Students are required to submit a copy of their class syllabus with their Book Order form (no later than within the first week of classes) so that the reader can follow any specific reading requirements of the course. Unless otherwise arranged between the student and RDS Alternative Text Services Coordinator, a book will not be assigned to a volunteer until the syllabus is made available.

There is no guarantee that all textbooks for a student can be recorded by RDS. Assignment of volunteer readers is dependent upon availability and the required technical expertise that might be needed for some course content. Requests will be processed based on a first-come-first-serve basis and on technical content.

Students are encouraged to order their own books directly from RFBD if they have a subscription to that service. Books are normally ordered from RFBD through a toll-free number (1-800-221-4792) or from their web site (see above).

If sending books into RFBD, the books must be academic in nature and more recent than 1986. The first installment will be sent within two months for most textbooks providing RFBD has appropriate volunteer readers available. All tapes from RFBD are sent free through the mail.

OTHER CONVERSION OF PRINT MATERIAL

Requests for the conversion of print material into a format other than on tape (including E-Text) are submitted to the RDS Alternative Text Services Coordinator through the Book Order form.

If a textbook is requested for a non-taped conversion, the Book Order form is required at least one month prior to the beginning of the semester for which it is needed. Other print material requested for conversion may be given directly to the RDS Alternative Text Service Coordinator.

Depending upon the requested format, the material will be converted within 1 to 3 weeks depending upon the nature of the material and reformatting that may be required. (note: entire textbooks may required a considerably longer time for conversion).

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Return of Converted Material

If a textbook has been recorded by RFBD, a student may keep it up to one year. They can be returned postage free.

The tapes of textbooks and other material converted by RDS must be returned to RDS at the end of each semester.

Print material converted at a cost to the RDS is considered the property of RDS, unless otherwise determined by the RDS Director.

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Exceptions

Exceptions to the above policies may be made based on individual student need and circumstances only through the approval of the RDS Director. Exceptions may be requested from the RDS Director by the student, RDS Counselor, and/or RDS Alternative Text Services Coordinator.

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Resources for Disabled Students
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Colorado State University, Fort Collins, CO 80523 USA (970) 491-6385

	RESOURCES FOR DISABLED STUDENTS
RDS is part of the Division of Student Affairs	100 General Services, Fort Collins, CO 80523-8002 (970) 491-6385 (V/TDD), (970) 491-3457 (Fax)