Alternative Formats

Alternative Formats (Document Conversion) provides students approved for this accommodation with three types of accessible course reading materials (audio, enlarged text, Braille) in three formats (recorded audio, electronic text, and Braille). Students eligible for Alternative Formats need to attend a training session before using the service.

Requesting Timing

All requests should be submitted at least six (6) weeks prior to the start of class. Materials submitted after the 6 week on-time deadline listed below will be processed and made available once on-time requests have been fulfilled.  Please contact the Alternative Formats Coordinator if you encounter difficulties getting information about your course materials.

Semester Materials are to be Used Due Date for On-Time Requests Notes
Spring 2019 Tuesday, December 11, 2018 Students should begin contacting their instructors and submitting requests as soon as they register.
Summer 2019 (4 Week session) Monday, April 8, 2019 Students should begin contacting their instructors and submitting requests as soon as they register.
Summer 2019 (3 Week session) Tuesday, April 16, 2019 Students should begin contacting their instructors and submitting requests as soon as they register.
Summer 2019 (8 Week Session) Monday, May 6, 2019 Students should begin contacting their instructors and submitting requests as soon as they register.
Fall 2019 Wednesday, July 24, 2019 Students should begin contacting their instructors and submitting requests as soon as they register.

 

How to Make an Alternative Format Request

  1. Identify materials you plan to request in alternative formats, by contacting your instructors and checking book information in your Student Center.
  2. Check for existing sources of materials that may provide you access without needing to submit an accommodation request.
    1. Project Gutenberg (electronic text of books out of copyright) – You can download them without submitting a request to the Alternative Formats Coordinator.
    2. Learning Ally (recorded audio) – If they are available, email the Alternative Formats Coordinator to request a Learning Ally account.
    3. Purchasing or renting audio or e-books instead of print books.
  3. Generate (or revise) your class-specific Faculty Notification Letters in McBurney Connect.
  4. Submit your alternative format requests in McBurney Connect.
  5. Submit your receipts or proof of purchase in McBurney Connect.
  6. Review your alternative format requests and their status in McBurney Connect under LIST BOOKS CURRENTLY BEING PROCESSED FOR (TERM)
  • How to submit your alternative format requests in McBurney Connect (step by step instructions)
    1. Login to McBurney Connect.
    2. Under the My Accommodations menu on the left side, select Alternative Formats
    3. Change to the appropriate term by clicking on the Previous Term or Next Term links located near the top and on either side of the Term.
    4. Scroll down to the section Request Alternative Formats for (Term & Year) and review the materials that have been imported from the Student Center.
      1. Note: Materials will only appear if you have generated the Faculty Notification Letter for the section and have included Alternative Formats as an accommodation
      2. Note: Not all instructors enter their textbooks and reading materials in Student Center
    5. From this table listing, click the Select link next to textbooks and other materials  you are requesting in an alternative format
    6. If there are textbooks or other materials not listed that you need to add, scroll down to the heading ADDITIONAL BOOK OR READING MATERIALS for (Term & Year).
      1. Under the section Reading Materials, complete the form with info about the book or material.
      2. Click the Submit Request button
    7. Scroll back up to the heading LIST BOOKS CURRENTLY BEING PROCESSED FOR <term year> to review the requests you have submitted.
  • How to submit your alternative format receipts in McBurney Connect (step by step instructions)
    1. Login to McBurney Connect.
    2. Under My Accommodations menu on the left side, select Alternative Formats.
    3. Change to the appropriate term by clicking on the Previous Term or Next Term links located near the top and on either side of the Term.
    4. Scroll down to the heading UPLOAD BOOK RECEIPT.
    5. Under the section File Information:
      1. Select file to upload by clicking on the Choose File or Browse button.
      2. Under the section Select Course(s) the receipt is for, check the box or boxes to which the receipt corresponds.
      3. Add any notes about the receipt in the text box.
      4. Click the Upload Receipt button
    6. You can review uploaded receipts under the heading UPLOADED RECEIPTS (Term & Year).
  • How to access/download your alternative format materials (step by step instructions)

    You will receive an email from McBurney Connect notifying you when each request is ready.

    1. Login to McBurney Connect.
    2. Under the My Accommodations menu on the left side, select Alternative Formats.
    3. Scroll down to the heading LIST BOOKS CURRENTLY BEING PROCESSED FOR (Term & Year) to find the request in the table.
    4. Click on the Download Book button at the far right of the row to be directed to the material’s location (most commonly UW Box).

Sample Email to Instructors

This letter is intended for students emailing their faculty to find out what the readings will be for full semester courses. We suggest that you copy and paste the text below into your email program. Then, edit and personalize the letter as appropriate. There are several place holders indicated by “<INSERT …>” to enter the course info, instructor name, semester, your name, and your contact information.

[Subject Line]: Reading materials for <INSERT COURSE NAME/NUMBER>

Dear <INSERT GREETING/INSTRUCTOR NAME >:

My name is <INSERT YOUR NAME> and I am enrolled in <INSERT COURSE NAME/NUMBER> for <INSERT SEMESTER>. I am approved for Alternative Format as an accommodation through the McBurney Disability Resource Center (https://mcburney.wisc.edu). This service provides reading materials in formats that are accessible for students.

I am requesting your assistance in providing me with the following information regarding any reading materials that will be used in your course, so I can determine which materials need to be obtained and converted to an alternative format.  Because of the time it can take to obtain and convert materials, it is important to start this process well before the semester begins.

Would you please send me a detailed list of any reading materials (including textbooks, reading packets, class handouts, library reserve materials, readings posted on web pages, e-reserves, lab manuals, etc.) we will be using during the semester that are not already entered in SIS/Faculty Center.

Reading Type: Textbook, reader, handouts, web links, e-reserves, lab manual, etc.

Title:
Author:
Copyright and/or edition:
ISBN Number (if known):
Bookstores, copy stores, or other source where available:
Is a previous edition an appropriate substitute?  If so, what edition(s)?:

Thank you for your assistance.  If you have any further questions, please contact me or the Alternative Formats (Document Conversion) Coordinator at the McBurney Center (608) 265-5468 or docconversion@studentlife.wisc.edu.

Sincerely,
<INSERT YOUR NAME>
<INSERT YOUR CONTACT INFO (EMAIL & PHONE SUGGESTED)>