Transcription Services Q&A
Transcription Services Q&A
Who is eligible to receive service?
York University graduate and undergraduate students who have been referred by their York University Counselling and Disability Services (CDS) Counsellor. Service is also available to York University faculty and staff.
What formats are available?
The majority of students access their readings in PDF’s that have been made accessible by the Optical Character Recognized (OCR) process. Other formats (e.g. Braille, Word, Large Print) are made available through the province’s AERO repository service and require a longer lead time for production.
How will alternate format materials be delivered?
Electronic files are delivered to students via Papyrus, our online delivery system that allows students to easily download their readings. 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.
5. Students can download and open the zipped files, as indicated on the screen.
Students needing hard copy formats (e.g. Large Print, Braille) can pick up their materials at the LAS Service Desk.
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.
How long will students have access to the material?
What material is eligible for transcription?
There are three categories of reading materials:
- 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 should already be accessible to the student and are therefore not eligible for transcription. If 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 is not be involved in converting this material to a Kurzweil format.
- 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.
- 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 with a receipt to library. If no timely publisher file is available, the library will remove the book’s binding to expedite scanning. 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 directly from the library. Exceptions will involve students communicating with their CDS Counsellors and providing LAS with an accommodation letter.
- Requests for books listed on the syllabus as recommended reading and identified by the student as necessary require approval by LAS staff.
- Approved requests for materials which are in the library catalogue will be supplied in PDF format, via Papyrus.
- Requests for books listed on syllabus as recommended reading, that are NOT owned by the library will be purchased by the student and provided with a receipt to library. If no timely publisher file is available, the library will remove the book’s binding to expedite scanning. The hard copy will be returned to the student.
Other Readings (Research)
- The transcription of this material is 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.
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.
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.
- 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
- Provide access scanners for student use, located in our Adaptive Equipment Rooms
- Partner with students to encourage communication around their alternate format needs
We require the student to:
- 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