Procedure for Alternative Formats Requests
University units are encouraged to make public documents available in alternative formats upon request for individuals with disabilities by including the following statement on their documents: "This publication is available in alternative format upon request. Please contact: (insert program sponsor’s name and telephone number)."
It is extremely important that the requested alternative formats be produced in a timely fashion. Please disseminate the following procedure to individuals who are most likely to receive a telephone call, email message, or verbal request for one of your department's documents in alternative formats. Contact Shonda Desir at Shonda.Desir@duke.edu, 919-684-8247 if you have any questions.
1. You receive a request for documents in alternative format, ask what type of format is
needed. (ex. large print, audio, Braille)
2. If large print is requested:
- Ask what font size is necessary.
- If the request is for a font size larger than 18 pt., discuss the availability of a digital recording, the use of a CCTV or Zoomtext.
3. If audio format is requested:
- Ask if standard speed or Learning Ally (formly known as RFB (Recording for the Blind)) is needed.
- Ask if the person has a regular recorder or a recorder for the blind.
- Ask if needed on 2 track or 4 track:
- If 2 track is requested at standard speed then the recording can be done on any tape recorder
- If 4 track (Learning Ally) is requested, then the recording must be done on a recorder for the blind.
- Contact Shonda Desir for further instructions.
4. If CD or Flash Drive* is requested:
- Indicate that the document can be provided in text-only.
5. If Braille is requested:
- Contact Vocational Rehabilitation - Blind and Visual Services at 919-733-9700
*Note: Saving your department's documents in an electronic file is an excellent and easy way to reproduce most documents in alternative formats. For example, individuals who are blind and cannot read printed text are able to insert a cd or flash drive into their computers and "read" documents via a text to speech software. Informing the caller that a document is available on cd or flash drive will often times negate the need to reproduce a document on audio format.