DSS Alternate Media Services Policies

General Policies and Procedures

These policies and procedures are desired to assist you in receiving your textbooks in alternate format.  Following these procedures will allow the DSS office the necessary time to request alternate formats from the publisher or produce the required formats you need in our AT Center.  

There are 5 steps required to receive alternate media versions of textbooks. These include:

Step 1: Complete registration during the Priority Registration period.

Priority registration is a limited two-day registration period, which enables qualified students to determine which books will be needed in advance of the quarter. You are responsible for confirming priority registration dates during the first week of the quarter. You may either access the DSS web site  or contact the Office (909-869-3333) for current dates and information. Write these dates on your calendar as a reminder. Note: priority registration cannot be made up—If you miss priority registration, you will need to use the regular registration period noted in the letter mailed by the Registrar’s office each quarter.  

Step 2:  Confirm which books are needed in alternate format.

(A) Check your e-mail two weeks after Priority Registration for a message from the Reader Services office informing you that the Bronco Book List in the Assistive Technology Center (AT Center) is ready for use.

(B) Come into the AT Center and search the Bronco Book List to confirm which required textbooks you will be requesting.

(C) For requesting books-on-tape:

1. Search the RFB&D web site for books in audiotape format.

2.  DSS will not re-read textbooks, which are already available on 4-track tapes onto 2-track tapes due to the volume of material, requested each quarter.

3. DSS will provide a 4-track tape recorder for your use the first quarter you use 4-track tapes. You are responsible for providing your own 4-track recorder thereafter. If obtaining a 4-track tape recorder is a financial burden please privately see Vicki Bishop or Mark Turner.

4. Audio cassette tapes are loaned to you until the end of finals week and must be returned. Otherwise, if they are lost or stolen a $5.00 fee per tape will be charged.  In the event either the tapes or the fee are not remitted to DSS, a HOLD will be placed on your record until the tapes or money are returned to DSS.

Step 3:  Fill out the Support Services Request Form and Alternate Media Request Form.  Submit a single SSR form for each quarter you attend school.  Submit a separate Alternate Media Request form for each book needed in alternate format each quarter.  Both forms are available in the Reader Services office and on-line at the DSS website's form page.  If alternate formats you have requested are not available, DSS will contact you to discuss your options.   

Step 4: Provide Reader Services Coordinator with a class syllabus.

The syllabus should include the dates your materials are needed so that we can get them to you when needed.  If the syllabus does not include the dates reading assignments are needed, you will need to work with your professor and DSS to provide that information.  

DSS will conduct a search to determine whether a digital version is available for purchase instead of the paper version.  DSS will contact you with the information via e-mail or telephone.

Should there be any delay in receiving the textbook from the publisher, it may be necessary for DSS to request to use your textbook.  In order to complete the conversion of your textbook into alternate format DSS reserves the right to disassemble your textbook.  DSS will not be held responsible for any damage, which may result to the materials as a result of the conversion into alternate format 

Step 5: Sign a Reading Services Agreement for each book provided in alternate format.

This agreement affirms that:  You 1) are an enrolled student,  2) are registered in the class,  3) are requesting required materials to complete that course,  4) will uphold the confidentiality of the electronic materials you receive, and 5) agree that the materials will be used solely for your own educational purposes.

Failure to comply with this agreement may result in judicial action by DSS, the University, and the Publisher according to California Code of Regulations, Title 5, and section 41304.

Timelines

It is extremely important that you submit your book requests in a timely fashion.  Alternate Media textbook requests may take up to 5 weeks or more to receive from the publisher. Therefore, the DSS Reader Services office must receive your request form/s by the end of the 5th week of the quarter that precedes the quarter that the materials are needed. Requests are processed on a first-come, first-served basis. Thus, the earlier the request is submitted to DSS, the sooner materials can begin to be ordered and converted into alternate formats.