ATAC deadlines and timeframes for alternate media requests

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The Assistive Technology and Accessibility Centers (ATAC) will convert instructional materials into accessible formats for students who have had these accommodations approved by a disability services office. See below for deadlines and timeframes.

Deadlines for students requesting alternate media services

The ATAC requires students to submit standard alternate media service requests and their course schedules by the dates listed below to ensure we are able to start producing the alternate version of any textbooks by the start of the semester. Advanced subjects (math, science, foreign languages, etc.) or specialized formats take longer than the standard production time; make these requests as far in advance as possible (see Specialized processing below).

  • November 13, 2017, for spring 2018 courses
  • April 6, 2018, for summer 2018 courses
  • June 30, 2018, for fall 2018 courses
The ATAC cannot begin processing materials for a course in which the instructor has not submitted the list of required textbooks. Though the ATAC cannot guarantee results in these cases, contact the ATAC to determine how to move forward.

Production timeframes

Production timeframes for alternate media requests vary by the subject matter, the volume of material, the format requested, when the ATAC gets access to the source material (electronic or paper copy), and the quality (legibility) of the source material.

Textbook production timeframes

Standard processing

The production timeframe for standard textbook requests is five weeks (three weeks for receipt of the source material and two weeks for formatting). This includes requests for alternate media in the Kurzweil 3000, simple image PDF, and accessible Microsoft Word formats. Contact to make a standard textbook request.

Specialized processing

Production timeframes for nonstandard requests can be considerably longer, and vary on a case-by-case basis. This includes requests for:

  • Complex subject matter: Accounting, math, music scores, science, computer science, and foreign languages
  • Special formats: Braille, large-print requiring extensive page reformatting, tactile diagrams, and extensive image descriptions
  • Delicate or poor quality source materials: Illegible materials or delicate materials that require special handling or extensive retyping

Submit requests for nonstandard materials as far in advance as possible. In some cases, this means working with course advisors, departments, and instructors to determine required course materials in advance of normal course registration. The ATAC will make every reasonable attempt to fulfill nonstandard requests as soon as possible.

Expedited processing

When a shorter production timeframe is needed, you may opt to:

  • Provide your textbook for scanning: To avoid delays in requesting electronic copies from the publisher, you may have your book chopped into loose pages and scanned. Consult with the ATAC as to how quickly the publisher is likely to respond to determine if this option will help.
  • Receive "raw" unedited files: If the ATAC has the source materials, and the delay is in the editing and reformatting, you may request the raw (unedited) electronic text be sent to you.
Materials requiring specialized knowledge to edit or that are being converted into braille, tactile diagrams, or other special formats likely cannot be expedited.

Publisher requests

The textbook timeframes include three weeks for publishers to respond to requests to receive electronic copies of your textbooks and for permission to perform the alternate media processing. The ATAC is able to obtain copies of textbooks from the publisher about 75% of the time. This avoids the need to cut your book into separate pages for scanning, but waiting for the publisher response may delay processing.

Non-textbook production timeframes

Production timeframes (expected turnaround time) for alternate formatted versions of materials other than textbooks vary based on the type of content and the type of material, as follows:

  • Non-STEM quizzes and exams: One week after the submission date
  • Non-STEM readings, articles, and Microsoft PowerPoint presentations: Two weeks after the submission date
  • STEM quizzes, exams, readings, articles, and Microsoft PowerPoint presentations: Three weeks after the submission date
  • All videos or audio files: Four weeks after the submission date

With every submission, the ATAC needs either a release date or a due date for calculating the release date. For all quizzes and exams, the release date will be assumed to be the due date (in-class date). For non-assessment material, the release date, unless otherwise noted, will be assumed to be two weeks before the due date, so that the student will have time to complete the assignment.

If the ATAC has material far enough in advance, the production process will begin with enough time to deliver the converted material to the student by the release date. If the ATAC does not have the material far enough in advance, the material cannot be expected by the release date.

Contact the ATAC to make arrangements for production of any specialized course materials, or when advance delivery of source materials is not possible.

Request alternate media

To make an alternate media request, contact the ATAC at 812-856-4112 or

This is document bfir in the Knowledge Base.
Last modified on 2018-11-28 12:06:52.

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