Alternative Media Request

Intent: To provide services to students whose documented disability makes it necessary to receive alternative media.

Accountability: The Department of Disability Services, the ADA/504 Coordinator and students who have selected to self-identify as a person with disability requesting disability related accommodations and support services.

Applicability: Students enrolled full or part time at Monmouth University who are registered with the Department of Disability Services (DDS) and approved for Alternative Media.

Definitions:

• Business Day: is defined as Monday–Friday, 8:45 a.m.–5 p.m.; weekend and holiday dates are not included.
• Alternative Media is defined as alternative format for textbooks or other course materials.

Procedure:

Students requesting alternative media for the first time must meet with a Disability Specialist to determine eligibility for the service. Once found to be eligible, students have the following responsibilities:

1. Register with the Department of Disability Services (DDS) and be approved for Alternative Media.
2. Request alternative format accommodations by emailing dds@monmouth.edu with attention to: Alternative Media as soon as they enroll in courses.
3. For digital copies of assigned course books. Email the following information along with textbook purchase receipts or rental agreements for each book to dds@monmouth.edu.
   • Course Code for class
   • Full title of book
   • Author of book
   • ISBN number

Students who do not provide book receipts for a semester without canceling their alternative media accommodation requests will be required to meet with a Disability Specialist to reevaluate alternative media accommodation needs.

4. Cancel alternative format accommodation by emailing dds@monmouth.edu.
5. Contact the DDS office by emailing:dds@monmouth.edu if:
   • The textbook files are illegible, wrong or have questions on how to access and download the files.
   • The textbook, or chapters of the textbook, have not been made accessible within 10 business days after a request has been submitted. DDS will contact you if the request will take longer than 10 business days to process due to the complexity and length of the materials.
6. There are any questions or concerns regarding an Alternative Media accommodation.
7. Please contact the Help Desk at helpdesk@monmouth.edu if:
   • Any document in eCampus is not accessible.
   • There are questions about technology usage.

Digital materials provided by the DDS are for the sole usage of the qualifying student who placed the request. Copying or distributing digital material content provided by DDS, either partially or entirely, is strictly prohibited. Violations will be reported to University officials and/or appropriate legal authorities.

Depending on workflow and demand, students may receive their alternative media in installments.

1. Late requests will be honored with the understanding that DDS staff will set the timeline for completion of the work accordingly. This might also determine a need to produce the alternative media in installments.

Contingency Plans for Alternative Media Format Requests

1. If the student prefers electronic texts (e-texts), but the e-texts are not readily available,
   1. DDS may scan the student’s own textbook. This is based on student preference and is strictly student choice. Note: To do this, the text spine must be removed, and the book will no longer be acceptable for buy back at the bookstore.
2. In the event of unforeseen situations such as equipment unavailability or mechanical failure, DDS staff shall:
   1. Immediately advise the student of the situation.
   2. Consult with the student regarding comparable formatting that can be produced on-site and made usable by the student.
3. DDS staff shall seek the assistance of outside institutions, organizations, or vendor services if on-site formatting is not readily available.
4. When utilizing outside resources, the turnaround times will be determined by the vendor providing the services. Time frames are dependent on the complexity of the work order. DDS will work closely with the vendor and request that the work is completed in a timely and reasonable manner.
5. In order to meet the immediate needs of students, formatted alternate text from outside vendors may also be provided in installments based on the course syllabus at a turnaround time determined by the outside vendor.
6. If DDS staff determines that comparable formatting is available on-site, but the student does not agree with the determination, the student has the option of filing an appeal with the Director of Disability Services for Students or his/her designee.
   1. Upon reviewing parties’ information, the Director of DDS or their designee shall make a determination and notify the student as soon as possible but no later than seven (7) business days from the date the appeal was received.
   2. If the student does not agree with the determination made by the Director of DDS or their designee, then the student has the option to file an appeal with the ADA/504 Coordinator.