The Alternate Format Process
Steps to Get Course Readings in an Alternate Format
- Submit the Alternate Format Implementation Form one time after you’ve been approved for alternate format
- Submit the Alternate Format Request Form every semester and select the format your DSS approved your course readings to be converted to
- Searchable PDF
- Screen reader accessible word documents
- Word documents with a specific font and/or size
- Create a Box account. All students have access to a free Box account through UIC. A Box account is required for students to receive converted course material
- The alternate format team will create and share a Box folder titled “***Student’s Name Alternate Format.” Within this folder, you’ll find course folders that contain textbooks and/or weekly folders (depending on the course structure) when course readings becomes available
- You will be notified by Box when new material is uploaded to your folder, but if you do not see requested material on Box by the time you need it, contact the alternate format team immediately via email at accesstext@uic.edu
If you need assistance with any of these steps you can contact the alternate format team via email accesstext@uic.edu
Submit Alternate Format Request
After Submitting an Alternate Format Request:
Steps to create a Box account:
- Create a Box account
- Select “University of Illinois Chicago” as your university
- Toggle the button in the Access Status to “On,” which will turn it green
- Select the blue link to “U of I Box” to take you to Box
- Select the blue “Continue” button to login to Box
- You’ll see a folder created by the alternate format team titled “***Student’s Name Alternate Format”
- Confirm and verify notification settings by selecting the colored circle with your initials
- Select “Account Settings”
- Navigate to “Email Notifications” under the notification column
- Check the box “Uploads” under the “In the Items I’ve Joined” column so you’ll receive Box notifications when the alternate format team uploads new converted course readings to your folder
What to Expect:
Look for a folder present in your Box account titled “***Student’s Name Alternate Format.” You’ll also receive an email from either Nicole Sims or Felix Fergon from the alternate format team inviting you to your Box Folder.
Within the ***Student’s Name Alternate Format” folder on Box, you’ll find course folders for the current semester
- Within each course folder, you’ll find requested textbook files or textbook folders and/or weekly subfolders for weekly required course readings, depending on the structure of the course
- Example: ***Nicole Sims Alternate Format folder houses two course folders: Arch 252 and Engl 110. Each course folder includes a textbook and fifteen weekly folders labels: Week 01-Week 15
Textbooks
The alternate format team will gain access to your requested textbooks and upload them onto Box within the course folder as they become available. Students will receive an automatic email when new material is uploaded to their Box folder.
Required Weekly Course Readings
The alternate format team will work with your instructors to verify the compatibility of weekly PDF readings with your assistive technology.
For Readings Requested in PDF and Word Document with specific font/size:
The alternate format team will convert scanned PDF readings (digitized pictures of physical books and documents) and upload them to the appropriate course folder organized by week on Box by Friday evening before the week the reading is needed.
- Example: Example: Week 4 readings will be uploaded by Friday of week 3
- Students with Box accounts will receive an email from Box when new material is upload to folders they have access to.
If the alternate format team determines through their verification process that the PDF readings provided by the instructors are digitally created (meaning you can drag your curser along individual lines of text) and compatible with assistive technology, the alternate format team will not convert or upload them to Box
- The alternate format team recommends students use the built in Canvas text-to-speech format Immersive Reader and review the text-to-speech resources page.
For Readings Requested in Screen Reader Accessible Word Document:
The alternate format team will convert and upload required textbooks, weekly PDF readings, and any necessary course documents to the appropriate course folder organized by week on Box by Friday evening before the week the reading is needed.
- Example: Week 4 readings will be uploaded by Friday of week 3
- Students with Box accounts will receive an email from Box when new material is upload to folders they have access to.
Required Readings in Other Formats
If the format of your course readings fall outside textbook and weekly PDF readings (such as webpages or education apps), the alternate format team will reach out to you to discuss resources to access these readings in an alternate format.
Check out the text-to-speech resources page