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Handbook for Ordering Instructional Materials

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      Handbook for Ordering Instructional Materials Iowa Department for the Blind Instructional Materials Center 524 Fourth Street Des Moines, IA 50309-2364 Phone: 515-281-1333 or 800-362-2587 Blog: Website: Table of Contents The Instructional Materials Center (IMC): Who We Are 3 Instructional Materials Center Team Members 4 Important Tips for Ordering IMC Materials 5 How Our Process Works for Producing Materials 7 Ordering Process 7 Searching Process 9 End of Year Information 10 Information Required to Complete the Student Materials Order Form 11 Student Information 11 Shipping Information 11 Material Format Information 12 Instructions for Each Format 12 Material Information 14 Resources 16 The Instructional Materials Center: Who We Are Iowa Department for the Blind (IDB) is an Authorized Media Producer in Iowa for braille, large print, audio, and electronic text formats. The Instructional Materials Center (IMC) is the library unit at IDB which assists students and others with their textbook, research, and career needs. The IMC is committed to providing quality materials in alternate formats for students who are blind or visually impaired. The IMC works in partnership with the Department of Education (DOE), Teachers of the Visually Impaired (TVIs), classroom teachers, para-educators and families to supply accessible instructional materials in a timely manner. Instructional Materials Center Team Members • Sarah Willeford: 515-281-1291, Library Director • Denise Bean: 515-281-1347, Braille Transcriber, Proofreading, Shipping, and Collection Maintenance • Roxanne Book: 515-210-7856, Braille Coordinator, Project Assignments, Braille Transcriber, Quotes, and Volunteer Mentor • Karen Cunningham, 515-281-1283, Braille & Electronic Text Orders, Invoicing, Braille Transcriber, and Reporting • Marcella Edmonds: 515-281-1276, Large Print & Audio Orders, and Collection Maintenance • Leslie Heinzler: 515-281-1296, Reorder Processing, Invoicing, and Collection Maintenance Important Tips for Ordering IMC Materials Here are some suggestions that will help improve timely delivery of your student's accessible instructional materials: 1. Make decisions early about the student's curriculum needs for the following school year, so orders can be placed by February, if possible. 2. When requesting books to offer as leisure reading choices, consider choosing from the catalog of titles that are already available. Items that don't have to be produced from scratch can be delivered more quickly. 3. If only part of a book is needed and is going to be used by a student, indicate the needed pages. Our library can send the part of the book in alternative media that will meet the student's needs. 4. Send complete and accurate information about requested materials. Include title, author, publisher, copyright, ISBN, edition, and media needed for each book or material requested. Also, indicate where you would like us to ship the materials and when the materials are needed. You can request materials using our Student Materials Order Form. 5. When print copies of books and other materials are requested by the IMC, send the print copies as soon as possible. The print copies are needed prior to starting the transcription and/or recording process. Delays in receiving print materials will result in delays in production of these materials. 6. If you are asked to send print copies for production purposes, provide a syllabus or guideline as to when units or chapters of each book might be studied. With multiple books or worksheets in a given subject, provide a priority list or the order in which items will be used. 7. In the case of teacher-created materials, if you have them available in electronic format, send them to us by email or on a disk or flash drive. It is quicker and easier to convert to an alternate format, if the item is already available electronically. 8. For worksheets, bind together with a rubber band or paper clip and label them with the same title as on the order form. This will make it easier to match the order form to the pages sent. 9. Break down orders with in each subject. For example, Language Arts, Butterfly Unit, Math Unit 4. 10. We encourage you to search Bookshare® and download materials yourself before ordering. How Our Process Works for Producing Materials Ordering Process How much time we need: 4-6 months to process requests. Our volunteers and vendors fill up very quickly, so it is important that we get the materials in early in the year so that we don't lose our "place in line." This is especially important for STEM (Science, Technology, Engineering, Math) materials. If a book has already been transcribed in EBAE (English Braille American Edition), we will recommend providing it for the student, rather than having the expense of a new production in UEB (Unified English Braille). Many agencies will not transcribe a book if it is already available in another format. Importance of following Braille Formats Guidelines: • Consistency: We purchase books from many different agencies. • Resell value: If an agency produces a book for us that is complete and properly formatted, they may be able to resell it so they charge us a cheaper price. Hard Copy Braille, Binding and Stapling: Worksheets will be assembled with the print stapled to the Braille. Smaller books, such as the little readers, will also be stapled. The larger textbooks will be comb bound with a cover. The only items that will be produced as consumable in Braille will be worksheets. Braille textbook formats: The volume label will include the volume number and the print page range included in that volume. If you need to locate a certain chapter, check the table of contents, which will tell you which volume the chapter is in. The print page numbers are in the upper right hand corner and Braille page numbers are in the lower right hand corner. UEB and Nemeth: Science that does not have technical material, such as Biology & Anatomy, will be done completely in UEB. Assessments and Progress Monitoring: Please use the online order form to order FAST (Formative Assessment System for Teachers) assessments and progress monitoring, Read Naturally and Iowa Assessments. Please indicate what level you need in the title or special instructions area. Searching Process When the order comes in, we check multiple locations to see if it is already available. We search: • Our Library's Collection • Louis Database: The American Printing House for the Blind (APH) maintains and promotes the Louis Database of Accessible Materials. It contains information on accessible print materials produced by about 160 organizations throughout the United States. These materials include books in braille, large print, audio, and electronic file format. If a book is available, we will purchase it directly from the vendor that produced the book. • Bookshare®: Bookshare® is the world’s largest accessible online library for people with print disabilities. We encourage you to search Bookshare® yourself before ordering • NIMAC (National Instructional Materials Access Center) repository, housed by the American Printing House for the Blind. NIMAC is a federally-funded, searchable online file repository of K-12 print textbook content in the XML-based NIMAS (National Instructional Materials Accessibility Standard) format. Based on the DAISY (Digital Accessible Information System) standard, NIMAS itself is not intended for distribution directly to students – it requires conversion to become a fully-accessible textbook. We do require a print book even if there are NIMAS files available. If we aren't able to locate the book anywhere, we will need a print copy to produce the item from scratch. The print book will not be returned. We send simple worksheets and smaller books/projects to our Volunteer Braillists. The large textbooks and more complex worksheets and assignments go to several different vendors throughout the U.S. End of the year information Returning materials: Please return any materials that have a sticker which says “Property of the Iowa Department for the Blind.” If the sticker says “Do not return,” the items may be given to the student to take home or be thrown away. Worksheets do not need to be returned. Information Required to Complete the Student Materials Order Form The Student Materials Order Form can be found at Student Information Student Information: This information is needed to be sure materials get to the correct location and for the Department of Education quarterly report that we provide. Student Name: first and last Grade Level: The grade the student will be in when using the materials Teacher (TVI) Name: first and last TVI’s Phone Number and Extension TVI’s Alternate Phone/Cell Phone TVI’s Email Student's School District Shipping Information: Ship To (Staff Member): first and last name School School Address School Phone Number and Extension How many items are you ordering for this student? • This is important to note so we can check that the same number of orders came through. • Errors will be highlighted in red. Material Format Information: Please categorize your materials into the separate formats when you submit your orders. How will the student be reading? The media choices are: A. Braille: Hard Copy B. Braille: Electronic C. Large Print D. Electronic Text Once you have selected the media type, select next page, and the form will give you selections to make based on the media chosen. Instructions for Each Format A. Braille: Hard Copy Format Choose One: Contracted or Uncontracted Choose One: Single or Double Spaced Is Nemeth needed for Science, Technology, Engineering or Math? Yes or No Check all options that apply • Include tactiles • Will be needed in a foreign language B. Braille: Electronic Format What size of braille display will the student be using? This refers to the number of cells shown on the Braille display. These materials will be produced single spaced. C. Electronic Text Format • Choose Word file (one-time use) or Kurzweil 3000 (KESI) for electronic text. • We will need a NIMAS file to produce a Word file. • Kurzweil is a piece of software that allows books to be scanned and read in Kurzweil format or converted to another format, such as Word. Kurzweil highlights the words as they are read and has audio options available. • What device is the student using? D. Large Print Format Font Size is 20: already set on 20 font size. Choose One: Black and White or Color Will book be written in or pages torn out? Yes or No Please submit the student and format information by clicking on the submit button. You will receive a confirmation email and be directed to the Material Information Form. This applies to all media choices. Material Information Title or Description: For worksheets, please organize by subject and submit as one order. It is also helpful to break them up according to 1st, 2nd, 3rd, and 4th quarter. Title example: Language Arts 1st Quarter Worksheets. Please make sure that all copies are legible. Author: May have one or more authors. Pick first author listed. If book does not have an author, write (Unknown). Publisher: Can be found on title page or cover of textbook. If book does not have a publisher, write (Unknown). Copyright: Year textbook was produced. ISBN of Student Text: 10 or 13 digits, no spaces required (when ordering make sure to key in correct numbers). The ISBN is attached to title. Some textbooks have ISBNs on back cover and on other side of title page. Always use ISBN on back cover. Please be sure to double check that all 10 or 13 digits are entered and that the number is accurate. If both numbers are present, please submit the 13-digit ISBN. Number of Pages: Count all pages from front to back cover. Preliminary, index, glossary, acknowledgments, answers and etc. Do not count blank pages. Material Needed for School Year Choose: 1st Quarter, 2nd Quarter, 3rd Quarter or 4th Quarter • If your school is on a trimester schedule, use 1st, 2nd, and 3rd Quarter to represent the trimesters. Please note that it is “Trimester” in the “Special Instructions” section. Date Needed By: The month, day and year class starts. If materials are not needed until later in the quarter, please let us know that by giving the date materials will be needed. Material – Special Instructions: Please be sure not to duplicate or contradict information that you previously chose on the order form. Class Syllabus: Yes or No. We will contact you for this information, especially if it is a rush order. PDF or Word file available: Yes or No. We will contact you if we need the file. Do you have other materials to order in this format for this student? Yes or No • If yes, click on next page, it will take you to another Material Information form to submit more titles. The form will allow for as many different titles as needed for the format chosen. • If no, click on next page, it will take you to the submit page where you will click on the submit button to order. You will receive a confirmation email once you have completed and submitted your order. • After order is submitted you are able to close the form. Resources Student Materials Order Form Iowa Department for the Blind – Library Services Website Library Instructional Materials Center Blog Library Online Catalog BARD (Braille and Audio Reading Download) BARD is a collection of over 80,000 audio books and magazines and braille materials available for eligible readers to download. The collection is added to daily. The recent contracts with commercial audio book producers for book copies will be in addition to the 2,000 titles produced each year by NLS. Also to be added in the near future will be local and regional books produced by network libraries across the country. Bookshare® Bookshare® is the world’s largest accessible online library for people with print disabilities. How can you read Bookshare® books? • Listen to books with high quality text-to-speech voices • Hear and see highlighted words on screen • Read with digital braille or enlarged fonts • Create physical braille or large print • Read directly from your Internet browser • And more! Learning Ally Learning Ally creates human-narrated audio textbooks, literature and education solutions for students with print and learning disabilities including blindness and dyslexia. Print Copy