REQUESTING BOOKS IN AIM PORTAL:
Student must request the “Books in alternative format” accommodation on AIM. Requested classes will show up in “List Requests” under the Alternative Formats tab.
- MAKE A REQUEST A WORK ORDER:
1. Open ALTERNATIVE FORMATS tab.
2. Click LIST REQUESTS.
3. Find student’s name or class.
4. Click view.
5. Continue with instructions for “Make a work order from book store list” or “No book listed from bookstore - Manually add book information”
- MAKE A WORK ORDER FROM BOOK STORE LIST
1. Find white box titled “BOOKSTORE LIST” (left column)
2. Find required (RQ) book.
3. Click “Create Work Order”
4. Make sure information in right column is correct. If not, click on blue highlighted title. Edit information as needed. (The, A, An in parenthesis at end of title. Custom edition in parenthesis after title. If RVC Custom author, put in author space. Make sure the title is exactly like on book. Separate edition and year into designated boxes.)
5. Enter in student’s preferred format at Preference, and Availability (meaning: where in the process are we.) The first step in “Availability” is usually “Add copyright notice”.
6. Click “Update Work Order”.
7. If there is no receipt, check receipt box as “no”. If book is completed and there is still no receipt, mark availability as “Complete and Waiting for Receipt”.
8. To send a reminder to student regarding receipt, go to “Send Reminder” in the Word Order Detail and choose “Provide Proof of Purchase or Sign Agreement” from drop down list. Then click “Update Work Order and Send Check-Out Receipt”.
- NO BOOK LISTED FROM BOOKSTORE - MANUALLY ADD BOOK INFORMATION
1. Find yellow box titled “LIST OF WORK ORDERS PROCESSED” (left column)
2. Click “ADD BOOK” (“SEARCH BOOK” goes to Book Collection”)
3. Fill in book information. (Can use physical book or get information from RVC Bookstore.) Only add information on available sources if we have the source.
4. Click “Add Book and Link to Student Request”
-ADDING WORK SESSION
1. In ALTERNATIVE FORMATS tab click List Work Orders.
2. Find student’s name or book title.
3. Click view.
4. Scroll down to ADDING WORK SESSION in right column.
5. Fill in information on Type, Length and write a note stating the time you started, stopped and page numbers.
6. Click Add Work Session
7. You can go into any of your own sessions and edit by finding session in the left column and clicking on Modify Blog.
STEPS FOR OBTAINING/COMPLETING BOOK FOR STUDENT
1. Check archives (external hard drive) to see if we have the book already completed.
2. If we have completed book, give to student, but only if they have provided a receipt.
3. If we do not have the completed book, check Access Text website to see if they have it.
4. Access Text will send the PDF copy of the book.
5. We download the PDF into Common – E-text- book folder
6. We apply the Copyright disclaimer on PDF using Adobe Acrobat
7. We use Abbyy Fine Reader to convert the PDF file into a Word file.
8. We edit the Word file to be readable by Daisy Talking Books
9. We convert the Word document into audio format using Dolphin Easy Reader
10. Student receives the book
Process for Registering Student as a Note Taker (DSS Staff):
1. Have person sign the sign-up sheet with their name, email address, and phone number.
2. Retrieve note taker packet from interpreter cabinet.
3. Go over the contents and steps included in packet. Include what needs to be done and when/if it is due:
Note Taker Checklist:
Initial Steps:
• If you are already registered with DSS, please inform the staff. You do not have to sign up to become a note taker (DSS staff: We must manually make student a note taker)
• If you are not already registered with DSS, sign up on DSS Portal to become a note taker
• Assign yourself to a class through the Portal
• Meet with student and decide how notes will be delivered. You and student sign the Note Taker and Student Agreement form and turn in to DSS
Within the First Two Weeks of Classes:
• Take online note taker training through Pepnet.org
• Provide a copy of online training certificate to DSS (DSS staff: Scan and download a signed (top portion) copy of the Online Training and Compensation Verification form)
Throughout the Semester:
• Take and provide notes to student(s)
• Have Attendance Verification form filled out daily and turned in by the end of the semester (DSS staff: Scan and download signed Attendance Verification form)
At the End of the Semester:
• Sign Compensation form to confirm compensation was received (DSS staff: Scan and download a signed (bottom portion) copy of Online Training and Compensation Verification form)