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Requesting Full Conversion of Print Materials to Digital Format: Guide for Students with Print Disabilities

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The Library invites students with print disabilities, who are registered with the Disabled Students Program and have a disability that necessitates alternative media, to request that copies of print materials from the Library collections be converted to digital format.

The Library aims to provide the user with a copy of the item in digital format within an average of five business days from the date it is requested. Exact time may vary based on the number of items and size of items submitted within the same period. Scans will be handled in the order they are received, with one item scanned for each user waiting before second items will be handled for anyone. The person requesting the item will receive email notification when the digital file is ready. The email will include a link to download the digital file. The Library will review the first fifteen pages of the OCR and edit the digital copy for any obvious errors. The file will be available as a Word document and as a searchable PDF.

If you feel you are eligible for this service, please contact the Disabled Students Program. That office verifies eligibility and authorizes users of this service. The Library is able to provide this service only for all users who are verified as eligible within the campus system.

Eligible Materials

Through this service Library staff will create a complete, cover-to-cover scan of printed book-length material to facilitate access to the content of the work for users requiring alternative media formats. The Library’s scanning service covers all printed materials owned by the University Library and listed in the OskiCat catalog, and items borrowed through interlibrary services.

Ineligible items include items larger than the scanner can support (such as folios), and items which are already in digital formats (such as from Internet Archive).

Steps to Request Scanning of Items on the Shelf

  1. Search the Library catalogs as described on the “Services for Persons with Print Disabilities” web site. Library materials from any of our libraries’ collections that are not available in digital format or folio sized are eligible for this service.
  2. Visit the campus library to retrieve the items you want scanned. For most items including reserves and reference books: Visit the library's circulation desk, tell library staff that you need a printed item scanned, and show your UC ID. Your library account will confirm that you are registered with DSP and are eligible for this service.

Library staff can assist in retrieving the item from the shelves, and will have the item sent to the queue for scanning. If you have multiple full-length books, please tell us your priority order so we know which items you wish to have scanned first.

You do not need to do anything else with the print copy. The Library will return the printed item to the proper library after the scanning is completed.

Steps to Request Scanning of Items You Borrowed through Interlibrary Loan

  1. Visit Interlibrary Services in 133 Doe Library to check out and pick up the materials you requested that we borrow from other libraries. We encourage you to pick up your materials soon after getting the notice that they are waiting for you, so the Library is sure to be able to scan and return the item before the due date.
  2. Take the printed material to the Doe Circulation Desk. At the circulation desk, tell library staff that you need the items scanned and show your UC ID. Your library account will confirm that you are registered with DSP and are eligible for this service. Library staff will take the item and put it in the queue for scanning.

You do not need to do anything else with the print copy. The Library will return the printed item to Interlibrary Services for you after the scanning is completed.

Steps to Retrieve the Digital Copy

  1. You will receive an email notification when the digital copy is available. The message will include a link to an online site for you to download your personal digital copy.
  2. Click on the link and log in with your CalNet ID and password.
  3. Download the digital file. The first page of the file includes a copyright statement confirming that the scan was created for your personal use.
  4. If the material is required or recommended for a course and further OCR editing is needed, you will have three business days from the time you receive notice that the Library’s OCR-scanned digital file is available to request that the Disabled Students Program (DSP) further edit the scanned digital file. For more information on submitting materials to DSP see the “DSP Alternative Media Guidelines”.
  5. Save your personal copy, since the Library’s link will only be active for a limited time after you first download the file.

For more information about campus resources to serve students with print disabilities, see the Print Access Guide.

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