1. Paul Conway Information Adviser Sheffield Hallam University
Obtaining textbooks in alternative formats: working from a reading list
Paul Conway
Information Adviser
Sheffield Hallam University
Learning and IT Services

2. Background
December 2005: need for library policy on alternative formats perceived
Pilot project agreed to support blind student throughout her course (first year Undergraduate criminology student) in accessing alternative formats of key texts i.e. essential or recommended reading
Stronger links needed in this process between the library and Student Academic Services and Faculty tutors

3. Drafting a policy Draft policy statement
"it is the University's responsibility to ensure that material on a reading list is available in an appropriate format so that all students have equality of opportunity to access reading list materials"
SHU students are ideally assessed by SRAC (Sheffield Regional Access Centre) and their Learning Contract produced well before the beginning of the academic year
Tutor has time to let library have relevant reading list in case e-versions of key textbooks may be needed for blind or partially sighted students

4. Procedures Items required but not on reading lists: DSA Book fund?
e-Books
Scanning or digitising chapters
Agree to obtain accessible e-copies of key textbooks recommended on reading lists
Titles needed for personal study or research i.e. dissertations could be acquired by a Disabled Students Allowance book fund (provided by Local Education Authority), agreed as part of Learning Contract
if copy of an item recommended on a reading list is available electronically as an e-Book, it will automatically be purchased by subject advisers to support all students
If only a paper copy of a book on a reading list is available, the student's support worker can arrange for scanning: faculty requested to provide specific chapters/pages (legal right to scan whole textbook)
e-copies of key textbooks recommended on reading lists unavailable as e-Books by tutors unable to suggest chapters for scanning: subject adviser will investigate obtaining e-copies via permissions departments of individual publishers

5. Contacting Publishers
Details required: name of student, course, name of course tutor, year of study (occasionally), duration of course, including end date (occasionally)
variables
cost
conditions
speed of response

6. Publishers' responses:
Free of charge or cost of textbook
With or without conditions/stipulations, faxed back to publisher:
strictly for use of named student
disk(s) must be destroyed after student finishes course
ed or made available for a limited period for download
Format e.g. pdf file with selectable text
Only recent titles available electronically: older titles (i.e.pre-2000) may be unobtainable
case study: NB all textbooks in subject area of criminology – mostly general, recent, widely available texts
Can be requested to restrict use to named student on his/her own PC or a designated PC at home University within a secure password-protected Instanet limiting access to student only

7. Alternatives
Ask for suggested alternative titles from tutor – explain difficulties: keep informed
Subscription to services e.g. Leeds University Transcription Centre
Revealweb ( database of resources available in alternative formats
Revealweb: a range of resources that are available in Braille, moon, audio and digital talking books, large print and more by searching the Catalogue of Resources
contact details of organisations that hold titles in accessible formats and the terms under which they will supply them.
who produces, loans or sells accessible material by searching the Register of Suppliers

8. Wider issues and challenges
Who does the work?
Who pays?
Who to keep informed and when?
Challenges: time, cost, communication
cost: who will pay?
time: essential to get reading lists in good time; publishers may need time to respond
greater communication between departments to determine and promote support for students requiring alternative formats: keep student, tutor and own department informed of issues, difficulties etc.