NIMAC UPDATE Julia Myers Nicole Gaines October 13

NIMAC UPDATE Julia Myers Nicole Gaines October 13, 2007

What is the NIMAC? NIMAC is a central repository for NIMAS files are source files that can be used to produce accessible, studentready specialized formats, such as Braille and audio, for students in K-12 with qualifying disabilities.

NIMAC FACTS Why did APH establish the National Instructional Materials Access Center? • The Individuals with Disabilities Education Improvement Act (IDEIA) of 2004 named APH to house the NIMAC. • The same legislation requires states to adopt the NIMAS file format for source files for accessible materials for their K-12 students. NIMAS NIMAC in IDEA: http: //nimas. cast. org/about/idea 2004/index. html

NIMAC FACTS What does the NIMAC do? • The NIMAC receives and catalogs publishers' electronic files of print instructional materials in the NIMAS format. We also sign up registered users and provide the searchable web interface. • Over. Drive, Inc. is the vendor who is providing the database software and off-site storage for the NIMAC’s file sets.

NIMAC FACTS What is NIMAC’s relationship to APH? • Although physically located at APH, NIMAC is a separate entity and exists outside of APH’s regular business operations. For this reason, we have a separate web site and telephone numbers.

NIMAC FACTS How does the NIMAC distribute file sets? • NIMAC does not work directly with students, individual schools, teachers, or parents. • A small number of Authorized Users (AUs), such as IRCs and schools for the blind, are named in each state. • AUs can download files from the NIMAC, and have them converted into student-ready formats like braille. • AUs can also assign files to AMPs registered with NIMAC to download on their behalf. • Anyone may search the public database.

NIMAC FACTS What kinds of materials are in the NIMAC? • NIMAC contains NIMAS files of elementary and secondary “printed textbooks and related printed core materials. ” • No other file formats can be accepted. • Remember: The NIMAS format is not student-ready. These files are not distributed directly for use in the classroom. They must be converted to the finished specialized format first. • NIMAC cannot help parents or teachers who are seeking PDF, audio files or other e-book formats.

NIMAC FACTS How does NIMAC get files? • States and local education agencies instruct publishers to send us files when they contract for their textbook adoptions/purchases. This is the only mechanism for us to get files. The NIMAC itself is not granted any authority to request or require that files be submitted by any publisher. Can NIMAS files be used to produce formats for any child with a disability? • No, IDEA provides the definition of students who may be served. Will college students with qualifying disabilities be able to get files from NIMAC to produce accessible formats? • No, IDEA restricts the mission of the NIMAC to serving students in elementary and secondary school.

How do states coordinate with the NIMAC? 1. The state chooses a person to serve as the NIMAC state coordinator. This person might be the … – State Director of Special Education – NIMAS/NIMAC State Contact – State Counsel – Or other state official

How do states coordinate with the NIMAC? 2. T he coordinator registers by: • Completing the registration web form in the NIMAC portal: http: //nimac. privatereserve. com • Signing the hard copy Coordination Agreement found at the NIMAC web site: http: //www. nimac. us/coordinagreemntfinal 1130. doc

How do states coordinate with the NIMAC? 3. The NIMAC activates the account. • Once the NIMAC receives the Coordination Agreement, the coordinator’s account is activated. • The coordinator receives a user ID and password through two automated emails. • He or she can then log in to the system and designate Authorized Users for the state.

How do Authorized Users receive NIMAC accounts? 1. Authorized Users are designated by the coordinator from among state or local educational agencies.

How do Authorized Users receive NIMAC accounts? 2. The coordinator logs into his or her account and registers the AU using the web form in the portal.

How do Authorized Users receive NIMAC accounts? 3. The NIMAC system sends the designated AU a Limitation of Use Agreement (LUA) by automated email when the coordinator submits the web form.

How do Authorized Users receive NIMAC accounts? 4. The AU signs the form and mails it to NIMAC. 5. Upon receiving the LUA, NIMAC staff activate the AU’s account.

How do Authorized Users receive NIMAC accounts? 6. The AU receives user ID and password information by email. 7. He or she can then begin downloading files immediately or assigning files to an AMP for download.

How do AMPs register with NIMAC? 1. Register using the AMP registration web form: http: //nimac. privatereserve. com 2. Mail in the Limitation of Use Agreement (LUA) to NIMAC. 3. NIMAC activates account and AMP receives user ID and password by automated email. 4. The AMP can then download ONLY file sets assigned by an Authorized User.

How do publishers register with NIMAC? • Publishers work with NIMAC by setting up an account with us and working in the system’s publisher portal. • Once publishers have registered, they can directly upload files to their inventory via the publisher portal or they can submit files to Over. Drive in “batches” using FTP or on DVD.

Working in the AU portal • Now we will take a few minutes to explore the AU portal, beginning with logging in and doing a basic search!

Now you'

At the brief display, the AU can. . . – Select a download option – Assign the file to an AMP – View the title and copyright page PDF – Click the title or “Click Here to See Full Record Display” to see the complete title information.

Options

Opening the title page PDF • If the AU wants additional reassurance before downloading that the correct file has been located, he or she can download and view the PDF of the title and copyright page for the book.

NIMAS set download options … • The AU can choose a full NIMAS set download which includes the images, or an XML-only download, which does not include images. • In either case, the AU will see a clickthrough LUA and then the usual Windows download dialog box.

Assigning a file to an AMP • The AU may choose to assign a file directly to an AMP rather than download the file. • The AU just chooses this option from the brief or full display, selects the AMP and the format. • Let’s walk through these screens now!

After you assign the file. . . • The AMP will receive an email notification that the file is waiting in its work queue. • Once the AMP has downloaded the file, the authorized user who assigned the file will receive an email notification that the file has been downloaded. • If the file has not been downloaded within 30 days, the authorized user will receive an automated courtesy notification that the file is still in the AMP’s queue.

NIMAC: Stats (10/3/07) • • • Publishers: 39 States Coordinating with NIMAC: 40 Authorized Users: 51 Accessible Media Producers: 43 Files ready to download: 2021 Downloads: 475 All Figures Correct as of October 3, 2007

For technical assistance with NIMAS … Technical questions from transcribers (or others) about the NIMAS specification or how to work with NIMAS should be directed to: NIMAS Technical Assistance Center at CAST Chuck Hitchcock, Director chitchcock@cast. org 781 -245 -2212 x 233 http: //nimas. cast. org

Accessible Textbooks in the Classroom • CAST also makes available an Educator’s Guide that includes strategies for acquiring and using accessible, alternate-format versions of print instructional materials for pre-K– 12 students with print disabilities: http: //nimas. cast. org/about/resources/accessible _textbooks. html

x • The Louis Database of Accessible Materials for People Who Are Blind or Visually Impaired will continue to list availability of specialized formats. http: //www. aph. org/louis. htm

x • The Accessible Media Producers Database will continue to provide information on AMPs. http: //www. aph. org/ampdb. htm

APH File Repository • The APH File Repository will continue to house non-NIMAS publisher files and embosser-ready Braille files for Braille production only. Its mission is the same as always, and it remains separate and distinct from the NIMAC. • Files from APH File Repository are available for downloading via Louis for registered users. For more information: http: //www. aph. org/louis/reposinf. htm

Obtaining non-NIMAS files • NIMAC cannot help parents or teachers who are seeking PDF, audio files, or other e-book formats. • NIMAC also cannot provide NIMAS files for testing. The Association of American Publishers maintains a list of contacts for Braille-related questions. Many of these contacts are also involved with NIMAS: www. publishers. org/School. Div/issues_01_Acce ss_pages/issues_01_Access_01. htm • The Association of American Publishers also provides contact information for rights and permissions for publishers and for specific imprints here: www. publishers. org/about/rpacurls. cfm

Hot Topics • Indemnification • Definition of “Core” Print Instructional Materials • Advance Copies • Transcriber Training • Images and ALT-Text • NIMAC Outreach

Indemnification • APH and NIMAC have been working diligently to pursue a legislative solution to the need for indemnification. Language indemnifying APH has been included in S. 1710, the FY 2008 Labor, Health and Human Services and Education (LHHSE) appropriations bill. • It is our strong hope that this language will be retained when the House and Senate meet to reconcile differences in their respective bills. • We continue to monitor the situation and will inform you when we have news!

“Core” Print Instructional Materials (C) PRINT INSTRUCTIONAL MATERIALS—The term 'print instructional materials' means printed textbooks and related printed core materials that are written and published primarily for use in elementary school and secondary school instruction and are required by a State educational agency or local educational agency for use by students in the classroom. http: //nimas. cast. org/about/idea 2004/index. html

Advance Copies • NIMAC has issued a policy statement that file sets for “advance copy” versions of textbooks will not be accepted. • We ask that SEAs and LEAs craft their contracts with this in mind and to please avoid using language that would lead to publishers’ submitting file sets that do not correspond to the finalized print version that will be used in the classroom. • For more info, please refer to the policy statement found at the NIMAC web site: http: //www. nimac. us/advance_policy. htm

AFB to Offer NIMAS Training for Transcribers • American Foundation for the Blind (AFB) is pleased to be offering braille translation software training with NIMAS updates. • Training dates are November 28 and 29, 2007, at St. Petersburg College in St. Pete Beach, Florida. • For more information, contact Mary Ann Siller at siller@afb. net.

Images and Alt Text • NIMAS file sets are source files to be used to produce accessible formats—they are not studentready. • The current NIMAS specification does NOT require alt text for images nor any other description of the educational content contained within them. • Most textbooks have thousands of images, many or most conveying educational content. Making this educational content accessible is part of the valueadded process that AMPs can provide.

NIMAC Outreach • Webcast Trainings for AUs and AMPs • Quarterly Conferences Calls for Publishers • Upcoming Conferences: – Getting in Touch With Literacy (November 2007 – NIMAS Development Committee Meeting (January 2008)

Contact Us! • http: //www. nimac. us • 502 -899 -2230 • 1 -877 -526 -4622 (1 -877 -52 -NIMAC) • NIMAC@aph. org