Getting Started! NIMAC Basics for AUs November 2008

What we’ll cover today … A brief overview and update of NIMAC Getting set up as an AU Searching and downloading in the portal Assigning files to AMPs How to get additional help!

What is the NIMAC? NIMAC is a central repository for source files in the NIMAS format. NIMAS file sets can be used to produce accessible, student-ready specialized formats, such as Braille and audio, for students in K-12 with qualifying disabilities.

What does the NIMAC do? Receives and catalogs NIMAS files from publishers Provides quality control through an automated file validation process and manual QC process for all files Provides the searchable web-based database

What does the NIMAC do? Establishes and maintains accounts for publishers, State Coordinators, Authorized Users, and Accessible Media Producers Contracts with OverDrive, Inc., (located in Cleveland) to provide our database system, user portals, and file storage Provides outreach, training, and support to NIMAC users on how to work with us

A quick aside: NIMAS training Providing training, resources and support for creating NIMAS file sets and for converting NIMAS into accessible formats is essential to the success of NIMAS. However, this aspect of NIMAS is outside the purview of the NIMAC repository. The NIMAS Technical Assistance Center at CAST is responsible for this training and outreach:

How does the NIMAC get files? SEAs and LEAs require publishers to produce and submit files to the NIMAC by adding this language into new purchase agreements or adoption contracts. This is a key provision of the legislation as publishers are not obligated to provide a NIMAS file set if the customer did not request NIMAS at the point of purchasing the print book.

How does the NIMAC get files? In addition, the NIMAS legislation is not retroactive and does not require publishers to convert materials sold prior to the effective date of NIMAS--July 19, If files were not required as a part of the purchase agreement or adoption contract, customers cannot contact the publisher and require file submission later on.

How does the NIMAC get files? However, if the book you need is a national edition, it’s possible that the publisher has submitted or will submit the file to comply with a requirement from another customer. (So go ahead and check the database.) AUs may only download files for print books that they have purchased; however you can download a file regardless of who requested it be submitted.

How does the NIMAC get files? The NIMAC does not have any authority per IDEA 2004 to require publishers to submit files. However, we are happy to follow up with publishers regarding files that have been required by their customers but which have not yet been received by the NIMAC. Just us at

What file formats do we have? The NIMAC contains only NIMAS files. No other file formats can be accepted by us. NIMAC also does not perform any conversion services and does not distribute any student-ready formats. For this reason, we do not work directly with individual students, parents, teachers or schools.

What is a NIMAS file set? A NIMAS zip file contains: An XML file of the textual portion of the book A folder containing all of the images (in JPG, PNG or SVG format) A package file containing metadata and a list of image files included in the file set A PDF of the title page/copyright page of the print book

What does “source file” mean? NIMAS file sets are not intended to be a “student ready” format. They are intended to help expedite conversion into a variety of formats. File sets for textbooks can be 1-3 GB in size or larger, due to the presence of up to thousands of images included.

What does “source file” mean? The NIMAS specification does not currently require alt text or description of images. While many devices can read an XML file, in most cases, some value-added work must be done to turn NIMAS into a fully- accessible version for a print disabled student.

Which students qualify? IDEA 2004, PART D, SEC (e) (3)(A) BLIND OR OTHER PERSONS WITH PRINT DISABILITIES—The term 'blind or other persons with print disabilities' means children served under this Act and who may qualify in accordance with the Act entitled 'An Act to provide books for the adult blind', approved March 3, 1931 (2 U.S.C. 135a; 46 Stat. 1487) to receive books and other publications produced in specialized formats. NIMAC does not determine student eligibility. This task belongs to the state.

What types of materials does NIMAC contain? (3) (C) PRINT INSTRUCTIONAL MATERIALS— The term 'print instructional materials' means printed textbooks and related printed core materials that are written and published primarily for use in elementary school and secondary school instruction and are required by a State educational agency or local educational agency for use by students in the classroom.

What cannot be accepted? NIMAC does not currently reject student material based on whether it meets a definition of “core.” However, we cannot accept: –Teacher’s editions –Material not published in a print version –“Advance copy” versions of texts

What cannot be accepted? Teacher’s editions –Per IDEA 2004, NIMAC is to serve as a repository for student materials only. We can only accept material that is “required for use by students in the classroom.” –Print disabled teachers who need accessible teachers’ materials must work directly with publishers to obtain those materials.

What cannot be accepted? Material not published in print –IDEA 2004 states that the NIMAC is to house NIMAS file sets for “textbooks and related printed core materials.” –Instructional materials published originally only in a digital format—such as supplementary CDs, DVDs or educational web sites—do not meet the guidelines for NIMAS.

What cannot be accepted? “Advance” copy versions –NIMAC cannot accept NIMAS file sets created from an uncorrected, preliminary version of the textbook. –Deadlines made to publishers for submitting NIMAS should be based on when the final version of the textbook will be ready.

2008: Building Capacity The response from publishers in submitting files, either required by new adoptions or “voluntarily,” in anticipation of new contracts, has been phenomenal. In the NIMAC’s first 21 months, we received over 12,000 file sets—the number of files we expected to receive in all five years of the original grant!

2008: Building Capacity A major focus for NIMAC for the second half of 2008 has been on building capacity. OverDrive has added staff and new hardware to help keep up with the workflow. OverDrive is also in the process of re- writing the entire system code for a new release that will “go live” in early 2009.

The Numbers! Files Accepted into the NIMAC: 12,183 Publishers working with NIMAC: 74 States & Outlying Areas Coordinating: 54 Authorized Users: 99 Accessible Media Producers (AMPs): 99 Unique downloads by AU: 708 Unique downloads by AMP: 366 Statistics as of November 14, 2008

How do I become an AU? AUs are designated by a State Coordinator. The State Coordinator logs into the system and enters the AU’s contact information into a web form and submits the form. The system then s the AU the NIMAC Limitation of Use Agreement.

Then what happens? The AU prints out the LUA, initials each page, fills out the signature section, and mails it to us. On receiving the LUA, we activate the account. AU receives a user ID and password in two separate automated s.

That’s it! Your login ID and password are all you need to access the NIMAC, search and download files, or assign files to an Accessible Media Producer (AMP).

An Important Reminder: It is not necessary to be an Authorized User (AU) to search the NIMAC. Anyone with web access is welcome to search for items in the NIMAC database. On the NIMAC welcome screen, just choose the first option: Search the NIMAC. But only AUs can download files or assign them to an AMP.

Hardware and Networking For downloading file sets, you will need: Windows 98 or above Internet Explorer 5.5 or above 512 RAM (minimum) 1 GHz processor (minimum) A high-speed internet connection and network permission to download large files

Hardware and Networking The current system is not compatible with Mac computers or non-IE browsers. Although you may be able to access the portal and log in, you cannot make use of all functionality. Using an incompatible OS or browser is the most common reason that users experience portal problems.

Getting Started: Logging In Go to the NIMAC web site: Click on the blue box that says, “Enter the NIMAC Repository.” Choose the link, “If you have a login and password, click here to enter the NIMAC.”

At the login screen... Enter your user ID and password, then click the “login” button. You will be directed to a screen that asks you to choose a security question. Choose a question and enter the answer. This information will be used should you ever need to request your password information.

Now you'

Changing your password... For security on your account, your first task at this point is to change the automated password you received to a new password. Choose the menu option “Manage Your User Account” to do this.

Change your password The information for your account will appear, including your default password. Just delete the existing password “dots” and enter a new password in both boxes. After you click “submit,” the screen will show that your information has been updated.

Hint on Navigating... At any point, you can choose the “Home” tab at the top of the screen to return to the main menu. Or, just click the tab for the menu option you want at the top of the screen.

Congratulations! You have now successfully set up your NIMAC account and are now ready to begin searching and working with files! We will now spend some time exploring the search screen and download options.

Search Options There are two types of search options: 1.Users may enter free text searches in “Search” fields. This means you just type in the search term you want. 2.“Limit By” fields are pick list options. This means you can select a term from an existing list of terms. These searches can be used as stand-alone searches or to modify a free text search.

Search Hints Search by the ISBN if you have it. This is always your first choice. You may use the 10-digit or 13-digit ISBN. If you do not have the correct ISBN or are uncertain, use the other search options.

Search Hints Start with a very basic search, for example, a keyword from the title and/or the author’s last name. If your search retrieves too many items, use a few more options to narrow your search, such as publisher name, copyright date or grade level.

More Search Hints… AND, OR and NOT cannot be used to combine search terms within a search box. If you enter information in more than one search field, the system will only retrieve items that match ALL terms. The more you choose, the fewer results you’ll get.

More Search Hints… When searching by author, it is recommended that you search last name only. When searching by title, use either one distinct word or an exact phrase from the title. If you experience any difficulties in the search portal, please contact NIMAC and let us know.

Notice: Title Search Glitch OverDrive is currently resolving a system bug that is causing title searches that contain punctuation to fail. To make sure your title search works, please leave out any punctuation in title searching. (Remember that ISBN searching is usually the preferred search if you have that information.)

Title Search Examples Print book: Liftoff! Search: liftoff Print book: Airships: Sailors of the Skies Search: airships sailors Print book: Adios, Coyote Search: adios coyote Print book: A Hamster’s Tale Search: hamsters tale

At the brief display... You can select a download option or assign the file to an AMP at this point; Or, you can click either the title or “Click Here to See Full Record Display” to see the complete title information.

Options

Download Options There are two download options available: The “Full” download includes the images folder in the zip file. These files may be several GB in size. The “XML” download does not include the images. These files are small and download very quickly.

Helpful hint... Whether you choose the XML-only download option or the full NIMAS file download, please be aware that the default zip file name will be the same. Zip file names are the ISBN for the title, plus “NIMAS”—regardless of which option you choose. (For example: XNIMAS.zip)

Helpful hint... However, at the point of downloading the zip file, you can rename the zip file anything you want. Example 1: XNIMAS_XML_only.zip Example 2: Chemistry.zip

Assigning Files to AMPs As a convenience to Authorized Users, the NIMAC offers accounts for AMPs so they can directly download files assigned to them by AUs. Signing up as an AMP does not constitute an endorsement by APH or the NIMAC. Any negotiations for conversion work by an AMP, including cost, timelines, etc., happen outside the NIMAC.

Assigning a file to an AMP 1.From the search results display, click on the option “Assign title to accessible media producer.” 2.Select the AMP you want from the list of registered AMPs. Then click “Assign Media Producer” at the bottom of screen. 3.Select the format you want produced. Then click “Assign Format.”

Assigning a file to an AMP That’s it! The screen will display a confirmation message that the file has been assigned. The AMP will also receive an from the system notifying them of the file assignment. You can then select another AMP for the file, or begin a new search.

From the brief display… You can now see the AMP assignment you entered. You can assign to assign the file another AMP. You have the option to “Unassign” the file if you have chosen either the wrong AMP or wrong format and want to start over.

From the AMP perspective… Next, we’ll look at a series of screen shots showing the notification that the AMP receives, and the AMP portal!

More on the AMP Portal There is no “expiration date” on download queue items or limit to the number of times the AMP can download a file in the queue. However, we have asked our system vendor to develop an expiration date and archiving feature in order to help AMPs more easily manage their work queues.

If you experience a technical problem in the portal… Please contact the NIMAC at: or If we are unable to resolve the issue, we will refer you to the support team at OverDrive:

If you find a problem in a file … The NIMAC and the NIMAS Technical Assistance Center also want your feedback regarding file quality and tagging issues. Thursday’s training includes detailed information on how to report problems. If you are unable to join us for that meeting, please contact us at for more information.

Coming Soon! OverDrive is currently working on a new release of the NIMAC system. We hope to go live with “NIMAC 2.0” in January 2009.

NIMAC 2.0 New features will include: –Publisher contact list for questions & feedback on XML quality –AMP contact list in the AU portal (outside of Assign to AMP function) –“Previously downloaded by” information in the AU portal brief results display

NIMAC 2.0 New features will include: –Additional search interface functionality (such as state edition search) –Reports in the AU portal –Mac compatibility –Compatibility for browsers other than IE

Wrapping Up... Congratulations! You have learned how to: –Log in to the NIMAC Repository –Choose a security question and change your password –Do a basic search to locate titles –Download a title page PDF, XML-only file, or full NIMAS file –Assign files to AMPs –Report file problems & get further help!

Future trainings... Join us Thursday for the “Advanced” training for information on additional portal features. This presentation and PowerPoint will also be archived at the NIMAC web site:

For more help... For searching help or other questions, contact us Mon-Fri, 8 AM – 4:30 PM ET: or ( NIMAC) Visit our web site: us