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Accessibility Services > Transcription Services Q&A

Transcription Services Q&A

A. Who is eligible to receive service?

York University graduate and undergraduate students who are registered with the York University Counselling and Disability Services (CDS) office. The student and the counsellor will complete the required Request for Transcription Services form. Service is also available to York University faculty and staff.

B. How is the service initiated?

The student must contact LAS to schedule an orientation session and to submit their completed Request for Transcription Services form. The onus is on the student to communicate details about their course enrolment and their need for transcription services. This must be done each term. LAS cannot monitor student enrolment and needs to be informed about which readings are required for each course in which the student is enrolled.

C. What formats are available?

LAS will supply access to a PDF file that has been made accessible by the Optical Character Recognized (OCR) process. This is the only format created in-house.

Other formats are available for LAS to borrow in order to loan the student for the duration of the course. These formats are available from the province’s AERO digital repository:

Braille: Grade 1 and Grade 2

Digital Audio CD: DAISY

Word Document

Large Print

Students using Kurzweil software to access their readings can do so independently by using the PDF supplied by LAS. Those students unable to convert PDF files to Kurzweil must meet with their counsellors to seek access to this level of accommodation by LAS.

Students are encouraged to seek technical support from the Learning Disabilities Services lab located at 1017 TEL Building.

D. How will alternate format materials be delivered?

PDF files are delivered to students via Papyrus, our automated delivery system that allows students to easily download their readings. Here is a link to the Papyrus website:  http://www.library.yorku.ca/papyrus/

How Papyrus Works:

1. When alternate format course material is available for delivery, students will receive an email notification

2. This email will contain the login URL. The student will be prompted to log in with their Passport York user name and password.

3. In order to comply with Copyright requirements students will be asked to agree to the TERMS OF USE (see item E. below)

4. Once agreement to the TERMS OF USE has been indicated a list of books and course kits assigned will be displayed.

5. Students can download and open the zipped files, as indicated on the screen.

Students needing hard copy formats (Large Print, Braille, Daisy) will have to come to LAS to pick up their materials during the department’s hours of operation.

E. Terms of Use:

Digitized readings are supplied by LAS for the student’s express use only and are protected by the Copyright Act. By agreeing to the terms of use, the student indicates they understand that:

1. They cannot print or make copies for the purpose of sharing or selling, and that

2. Digitized material must be deleted once the course is completed.

Students must agree to comply with the terms before material will be supplied by Papyrus.

F. How long will students have access to the material?

The URL provided via Papyrus will remain an active link to the material for the duration of the course. Once the course has ended, the link will no longer be functional. As per the Terms of Use agreement, students will delete materials they have downloaded to their computers, once the course has been completed.

G. What material is eligible for transcription?

There are three categories of reading materials:

  • Required
  • Recommended
  • Other i.e. not prescribed by a professor

“Required” and “Recommended” materials are those that are prescribed by professors for the courses they teach, and described as either required or recommended for the course. This is done either in the course syllabus or in writing addressed directly to LAS by the professor. Other readings are materials that the student has selected for the purpose of writing an essay or thesis.

Readings posted in Moodle in a PDF format are believed to already be accessible to the student and are therefore not eligible for transcription. Should the material posted by the professor not be accessible, the student should notify the professor. LAS does not have access to student’s Moodle accounts and as a rule will not be involved in converting this material to a Kurzweil format.

Required Reading

  • Students must identify and communicate which readings need to be supplied.
  • All books listed on the syllabus as required reading, which are in the library catalogue, will be supplied by the library in PDF format, via Papyrus. Exceptions to this delivery method may occur to allow for individual accommodation as determined by the Manager, in consultation with the student’s CDS counsellor. The files supplied are to be deleted by the student when the course is complete per the Terms of Use agreement.
  • When the syllabus indicates the required reading is specific chapters of a book the library owns, LAS reserves the right, during peak times, to scan only the material specified, rather than the entire book.
  • All books listed on the syllabus as required reading, that are NOT in the library catalogue will be purchased by the student and provided for scanning by the library. The library will remove the book’s binding to expedite production. The resulting electronic file will be copied to the student’s USB key and is the property of the student. The hard copy will be returned to the student.
  • All articles listed on the syllabus as required reading which are available online in PDF format are the student’s responsibility to access. Exceptions will involve students communicating with their CDS Counsellors and providing LAS with an accommodation letter.

Recommended Reading

  • Requests for books listed on the syllabus as recommended reading and identified by the student as necessary need to be made to the Manager.
  • Approved requests for materials which are in the library catalogue will be supplied in PDF format, via Papyrus. These files are to be deleted by the student when the course is complete.
  • Requests for books listed on syllabus as recommended reading, that are NOT owned by the library will be supplied by the student to LAS for scanning. The electronic file will be copied to a USB key supplied by the student.

Other Readings (Research)

  • The transcription of this material is ultimately the responsibility of the student but LAS will accept a specific request when the material is owned by the libraries.
  • Requests for the scanning of other readings are subject to the availability of resources after existing orders for required materials and requests for recommended readings from all students have been dealt with.
  • For these materials in particular, Graduate students have to be an active participant in the transcription process, and may have to do, or arrange independently for, the scanning of some or all of the material when the library does not own the materials.

H. Reasonable accommodation:

Effective August 2011, LAS reserves the right to limit the number of scanning requests for graduate students. High volume scanning requests by individuals may need to be scheduled from month to month in order to ensure effective and equitable provision of service to all users. Limits will be determined in consultation with the student, the CDS counsellor and the professor.

I. Role of the syllabus or course outline:

If a student is requesting Transcription Services AFTER classes have started, or enrols in a new course AFTER classes begin LAS must receive a syllabus before proceeding with the request.

If a student is requesting the service before classes start, the department will endeavour to acquire book lists.

J. Provision of publisher’s files:

LAS may contact the publisher to request an accessible PDF file instead of scanning the book in-house. In cases when the library owns the book LAS will loan the resulting PDF file to the student via Papyrus. When the student provides proof of purchase LAS will supply the publisher’s file on a USB provided by the student.

K. Our Commitment:

We will:

  • Prioritize requests based on a first come first served order
  • Send notification by email, each term, informing students which Transcription Assistant is handling their file
  • Begin the process of identifying and acquiring the readings when notified prior to the commencement of classes
  • Require students always provide a copy of the syllabus
  • Utilize software (Papyrus) to provide access to accessible PDF files
  • Provide access to three scanners for student use, located in our Adaptive Equipment Rooms
  • Partner with students to encourage communication around their alternate format needs

L. We require the student:

  • Advise LAS of their enrolment and any changes as soon as possible
  • Supply LAS with a syllabus once one is available to them
  • Once classes have commenced and students then inform LAS transcriptions are needed, the syllabus must be provided before we will begin working on the file
  • Be prepared to expect delays when requesting Transcription Services AFTER classes have started
  • Contact the professor regarding inaccessible readings posted in Moodle
  • Be an active participant in the process, communicating routinely with staff to help prioritize reading lists
  • Communicate challenges encountered accessing material supplied
  • Obtain training from the Learning Disabilities Services lab located at 1017 TEL Building as necessary