Text Conversion provides alternate format accommodations for students registered with Disability Services. This accommodation is determined on a case-by-case basis and based on documentation or presentation of a print-related disability. Alternative text formats are not limited to textbooks, but can also include syllabi, PowerPoints, study guides, articles, and other classroom materials. Students who need alternative text as an accommodation should discuss this with their DS counselor.
Text Conversion Procedure
- Determine which books needed.
- This information can be obtained by contacting the faculty member of the course or by contacting the UNC Charlotte bookstore at (704) 687-7050.
- This should be done at least 6 weeks prior to the beginning of the next semester but it can be done as soon as the student register for classes.
- Complete the Alternate Format Request Form, provided by your DS counselor, for each book titele you are requesting.
- Purchase each book and provide proof of purchase (see accepted forms of proof below) and submit it to the Office of Disability Services with the Text Conversion Request Form.
- Provide a copy of corresponding syllabi indicating chapter/pages of the book that are mandatory to read.
- If student has purchased text books but are requesting electronic text, Disability Services will contact the publisher to determine its availability. Disability Services works with publishers to obtain electronic format versions, therefore early submission of requests is vital to ensure timeliness of material. If the material is not available from the publisher, Disability Services will then cut, scan and convert text provided by the student.
Copyright Law and Proof of Purchase
Copyright law protects the use and distribution of published materials. In order for Disability Services to provide a textbook in an alternative format, the student must provide proof of ownership of the printed text. Accepted forms of proof are:
- Dated store receipt of textbook purchase or rental
- Shipping confirmation email or packaging slip that is included with online purchase or rental
- In lieu of proof of purchase, the student can present their textbook(s) to Alternative Text Staff for in-person verification. In this instance, student may be required to leave textbook(s) with DS staff for a short period to allow time to get needed info for record keeping
Important: Books that are scanned by DS must be provided by the student. Textbooks will be returned to the student as quickly as possible once the textbook is scanned and text conversion is underway.
Copyright Law and Sharing Alternative Text Materials
In accordance with copyright law, all alternate format materials are intended for a student’s individual use and should not be shared with others. Any duplication of the converted alternative text materials is prohibited.
Timeline for Requests
Requesting and/or converting text materials in alternative format takes time. It is important to contact Disability Services before the semester begins. It can take some publishers weeks to provide a textbook in an alternative format, and it can take the Disability Services team weeks to create an alternative format in-house. Planning early helps to ensure that you have textbooks in a timely manner.