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 Mary Thomas at m.thomas@duke.edu, 684-8231 if you have any questions.

1. You receive a request for a documents in alternative format, ask what type of format is needed.

2. If large print is requested:
• Ask what point size is necessary.
• If the request is for a point size larger than 18 pt., discuss the availability of audio cassette or computer disk.
  
3. If audio cassette is requested:
• Ask if standard speed or 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 (RFB) is requested, then the recording must be done on a recorder for the blind.
  • Contact Mary Thomas for further instructions.


4. If computer disk* is requested:
   • Indicate that the document can be provided in text-only on either DOS or MAC formats. Ask which format is needed.
     
     
5. If Braille requested:
   • Contact Vocational Rehabilitation - Blind and Visual Services at 919-733-9700 (.20 cents/page)

*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 computer disk into their computers and "read" documents via a speech card. Informing the caller that a document is available on computer disk will often times negate the need to reproduce a document on audio cassette.