1. So, You’re an AEM State Contact and/or NIMAC State Coordinator
So, You’re an AEM State Contact and/or NIMAC State Coordinator. What Does That Mean? Part 1 of 3
Cynthia Curry and Joy Zabala of the AEM Center
Nicole Gaines of the NIMAC

2. Presentation Resources
Links to all resources referenced during our webinar are available for download at the Events page on the AEM Center website
Link to access the resources handout

3. Outline About the AEM Center Accessible Materials and Technologies
Role of the AEM State Contact
A Brief Overview of the NIMAC and NIMAS
The Role of the NIMAC State Coordinator
Authorized Users and Accessible Media Producers
How the NIMAC fits into the bigger AEM picture

4. About the AEM Center

5. AEM Center Goal To build the capacity of states and districts,
postsecondary institutions,
workforce development agencies,
publishers,
families
and other stakeholders to increase the availability and use of high-quality accessible materials and technologies (AEM) that support improved learning opportunities and outcomes for learners with disabilities.

6. AEM Center Services Provide technical assistance, tools, and resources
built on best practices and available to multiple stakeholders.

7. TA Activities Universal Targeted Intensive
Website resources, conference presentations, webinars, etc.
Targeted
In response to or proactive towards needs in the field
Intensive
Best Practices Cohort

8. AEM Best Practices Cohort

9. Key Partners and Collaborators

10. Accessible Materials and Technologies
The Ed X settlement was the first that addressed both the need to make materials accessible (e.g., faculty and instructional designers needed to be trained in creating accessible content) and technology accessible (e.g., an accessibility audit of the Ed X platform and implementation of the findings was also part of the settlement)

11. Definition of Accessibility
The term “accessible” is defined by the Office for Civil Rights, US Office of Education as when a person with a disability is afforded the opportunity to acquire the same information, engage in the same interactions, and enjoy the same services as a person without a disability in an equally effective and equally integrated manner, with substantially equivalent ease of use ( Office of Civil Rights Compliance Review No ). Resolution Agreement South Carolina Technical College System OCR Compliance Review No

12. Access to Information and Technology Terms
Distinct terms related to accessibility of materials and technologies:
Assistive Technology (AT)
Accessible material
Accessible technology

13. Assistive Technology AT Device
Any item, piece of equipment or product system, whether acquired commercially, modified, or customized that is used to increase, maintain, or improve functional capabilities of an individual with a disability
electronic braille reader, switch access, text to speech, voice recognition, etc.
AT Service
Any service that directly assists an individual with a disability in selection, acquisition or use of an AT device
assessment of need, technology trials, training, etc.

14. Materials and Technologies
Accessible Materials
Information or content
Designed or enhanced in a way that makes them usable by the widest possible range of learner variability regardless of format
Print, digital, graphical, audio, video, application, website, simulation
Accessible Technologies
Hardware or software that delivers the material
Usable by people with a wide range of abilities and disabilities
Either directly usable without AT or made usable with it
AccessibleTech.org
(accessibletech.org)

15. Interoperability: AT, Accessible Material, Accessible Technology

16. Laws and Legal Issues

17. 2004 AIM in IDEA CFR 300.172 Accessible Instructional Materials (AIM)
IDEA provisions require state and local education agencies to ensure that printed textbooks and related core instructional materials are provided to learners with print disabilities in specialized formats in a timely manner.
Legal requirement is placed on state and local education agencies.

18. AIM as Specialized Formats of Print Materials (IDEA 04)
Specialized formats are retrofitted versions of materials born print

19. 2015 Language Changes to AEM
AIM expands from specialized formats to include digital materials and technologies
“Accessible educational materials” means print- and technology-based educational materials, including printed and electronic textbooks and related core materials that are required by SEAs and LEAs for use by all students, produced or rendered in accessible media, written and published primarily for use in early learning programs, elementary or secondary schools to support teaching and learning.
CFDA Z, Footnote #10

20. AEM Includes AIM In general practice… AIM = AEM What IDEA says… AIM
Instructional – refers to IDEA and specialized formats of print materials
What is said in 2015… AEM
Educational - print AND technology- based materials and technologies
In general practice… AIM = AEM

21. All Together, One Last Time
Accessible educational materials are designed or enhanced in a way that makes them usable by the widest possible range of student variability regardless of format (print, digital, graphical, audio, video)
Content may be “born print” and require retrofitting
Content may be “born digital” but difficult or impossible to retrofit
Content should be “born accessible”

22. Role of the AEM State Contact

23. AEM State Contacts Page

24. The AEM State Contact
Serves as the primary contact for the AEM Center and stakeholders within a state. Examples include:
Disseminates information from the AEM Center
Completes surveys and answers questions from the AEM Center
Uses the AEM Center for technical assistance and resources
Notifies the AEM Center if there is a change in contact

25. AEM Center Resources

26. AEM Quality Indicators
The 7 Quality Indicators work together as a system, with each contributing to the system in unique and important ways.

27. AEM Quick Starts
Each Quick Start offers brief answers to the most commonly asked questions about AEM along with links to additional resources.
Parents & Families
K-12 Educators
SEAs and LEAs
Teacher Educators
Higher Ed Faculty
WFD Professionals

28. AEM Events

29. AEM in Action

30. The NIMAC: An Overview for State Coordinators

31. What We’ll Cover in This Section
A brief overview of the NIMAC and NIMAS
What it means to “coordinate” with the NIMAC
The role of the NIMAC State Coordinator
The roles of Authorized Users and Accessible Media Producers
How the NIMAC fits into the bigger AEM picture
How to reach us if you need help!

32. NIMAC Homepage

33. Search the NIMAC

34. What is the NIMAC?
Created by IDEA 2004, the National Instructional Materials Access Center is a digital repository of NIMAS source files for K-12 textbooks and related printed core materials.
These files are used by states to produce accessible formats such as braille, digital audio, DAISY text, EPUB, and large print.
Students who receive these materials must qualify under IDEA by having an IEP and a qualifying disability.

35. The NIMAC: What We Do 1
Work with over 140 K-12 textbook publishers who submit NIMAS files to the repository.
Receive, validate, and catalog files, and make them available through a searchable, secure online system.
Provide access to the repository 24/7 every day of the year.
The NIMAC now has over 48,000 files.
Anyone is welcome to search the NIMAC from the NIMAC website search page.

36. The NIMAC: What We Do 2
Establish and maintain online accounts for State Coordinators, Authorized Users, publishers, and Accessible Media Producers.
Provide technical support and assistance by and phone.
Create and maintain resources for our users and the public at our website
Work closely with the National AEM Center and other NIMAS-related projects.

37. What is NIMAS?
NIMAS stands for the National Instructional Materials Accessibility Standard.
It is an XML-based source file format based on the DAISY talking book standard.
The format is not intended for distribution directly to students--it requires further conversion before use.
NIMAS source files do not include image descriptions or tactile graphics; these must be added by the accessible media producer.

38. Types of Materials in the NIMAC
NIMAC receives print instructional materials required for use by students in the classroom, such as textbooks, workbooks, and readers.
However, some materials used in K-12 are excluded under IDEA as NIMAS-exempt categories.
NIMAC generally does not receive files for trade books, college textbooks, or teacher ancillaries.
The NIMAC is also unable to accept files for “born digital” materials.

39. NIMAC and States
Under IDEA 2004, it became mandatory for states to adopt NIMAS as the source file format for producing accessible formats.
However, states could either opt into/coordinate with the NIMAC to obtain these files, or choose to work directly with publishers instead.
All 50 states plus 7 eligible entities/outlying areas have chosen to opt into the NIMAC.

40. Coordinating with the NIMAC
States that coordinate with the NIMAC agree to do two things:
To include language in their print book adoption contracts or purchase agreements requiring publishers to submit NIMAS files to the NIMAC.
To abide by the limitations set out in IDEA regarding NIMAS eligibility, designating Authorized Users, and use of the files.

41. NIMAS and the Adoption Contract
There is no blanket requirement in IDEA 2004 for publishers to provide NIMAS files to the NIMAC.
Publishers are only required to supply files when the customer includes NIMAS language in the print book purchase agreement or adoption contract.
This contract language is the only mechanism to require NIMAS.
The National AEM Center provides sample contract language.

42. The NIMAC State Coordinator 1
The SC has only two responsibilities: the first is to opt into the NIMAC on behalf of the state by signing the NIMAC Coordination Agreement.
NIMAC keeps up-to-date agreements on file for all states.
If you were recently given the role of SC and have not yet done so, please download and sign the agreement and or snail mail it to us.
Download the NIMAC Coordination Agreement.

43. The NIMAC State Coordinator 2
The second responsibility of the SC is to add or remove Authorized Users for your state, as needed, by logging into your NIMAC account.
Whenever an SC changes, we update the state’s account and reset the password; just contact us if you need your login information.
In the NIMAC V3 system, managing AUs is a very easy and quick process.
A NIMAC V3 State Coordinator Training video walks you through how to manage your users.

44. NIMAC Authorized Users
Authorized Users (AUs) are individuals who are directly involved in producing accessible materials or coordinating this work in their state.
AUs are usually from within the state’s educational system (for example, staff of IRCs).
Bookshare can also be designated as an AU.
AUs can download NIMAS files from the system.
They can also assign files for download to registered accessible media producers.
States usually designate 2-5 Authorized Users.

45. “Hybrid” SC/AU Account Option
State Coordinators may designate themselves as AUs but they are not required to do so.
If you are a State Coordinator and would also like be an Authorized User, just let us know.
The NIMAC now has a single sign-on option that can allow you to access the State Coordinator and Authorized User system functions.
All we need to make this system change is to receive the NIMAC Limitation of Use Agreement, which is signed by all AUs and AMPs.

46. Accessible Media Producer Accounts
AMP accounts allow the user to download any file assigned to them by an AU.
AMP accounts are freely available; unlike AUs, AMPs do not have to be designated by an SC.
Upon request, NIMAC sends the registration link and the AMP completes the registration online.
An AMP may work with only one state or nationally; they may be for-profit or non-profit.
Offering AMP accounts helps protect copyright while giving states flexibility in implementing their AEM systems.

47. Account Types : A Recap State Coordinators Authorized Users
Opt into the NIMAC on behalf of the state
Manage the Authorized User accounts for the state
Authorized Users
Must be designated by a State Coordinator
Can download any file from the NIMAC
Can assign files to any registered AMP for download
Accessible Media Producers
Do not have to be designated by anyone
Can only download files assigned to them by AUs

48. NIMAC and the Big Picture
The NIMAC exists to help ensure that when an accessible format is not yet available, source files are readily available to speed up production of the needed format.
NIMAS files are not directly distributed to students.
Before creating a new format from NIMAS, in most cases you will want to check first to see if the needed format is already available.

49. Louis Plus
If the format you need has already been produced elsewhere, you may be able to obtain the AEM directly from that source.
Louis Plus is a national database provided by the American Printing House for the Blind.
This database serves as a clearinghouse of information on accessible formats that are available across the US, with a focus on K-12 education.

50. Searching Louis Plus
Over 140 organizations provide information to Louis Plus, including APH, Learning Ally, Bookshare—and the NIMAC.
The best search for Louis Plus (and also NIMAC) is the student print book ISBN, without hyphens.
If the format you need is found in Louis Plus, you can use the detailed contact information provided there to reach out directly to the agency that has produced the material.
Search the Louis Plus database.

51. Louis Database

52. Louis Plus and NIMAC NIMAC also participates in the Louis Plus search.
If the format you need is not already available, you can see in the same search results if a source file is available in the NIMAC.
If you are logged into the NIMAC as an Authorized User, you can click the link in Louis Plus to go directly to the record in NIMAC and download the file.

53. Need a file that you don’t find in the NIMAC? Contact us!
If a file that you need is not found in the NIMAC, please contact us for help.
We are happy to research the item for you.
The NIMAC can sometimes expedite NIMAS for newer publications, or obtain NIMAS by request if material is still in print.
In cases where the material is NIMAS-exempt, we may be able to direct you to another option.

54. NIMAC Resources Search NIMAC Search Louis Plus (includes NIMAC)
NIMAC Instructional Videos for State Coordinators
Login page for NIMAC system
NIMAC Coordination Agreement
NIMAC Limitation of Use Agreement
Sample NIMAS contract language

55. Q & A

56. Contact the NIMAC or AEM Center
Website:
Telephone: or ( NIMAC)
AEM Center
Website:
Telephone: