National Instructional Materials Access Center

1. National Instructional Materials Access Center Overview Julia Myers 9/08/06

2. NIMAC and APH The Individuals with Disabilities Education Improvement Act (IDEIA) of 2004 requires states to address the critical difficulty in obtaining accessible textbooks for students with disabilities by adopting a new file format, the National Instructional Materials Accessibility Standard (NIMAS). This same legislation offers a means to assist states in this responsibility by establishing a national repository to collect and store these files and make them available to states. This repository is the National Instructional Materials Access Center (NIMAC), and it is being established at the American Printing House for the Blind, Inc. (APH) with support from the U.S. Department of Education. The legislation directs the Secretary of the U.S. Department of Education to establish the center at APH.

3. Key NIMAC Milestones: Phase 1—Planning • Approval for Planning Year by U.S. Dept. of Education • Formation of NIMAC Advisory Council • Contract with Technology Consultant • Identification of Prospective Vendors; Preparation of RFI • Submission of 5-year Project Plan to US. Dept. of Education

4. Phase 2—Developing Systems and Procedures • Selected and Contracted with Vendor (OverDrive, Inc.) • Finalizing Plan with U.S. Dept. of Education OSEP • Finalizing Opt-In Procedures/Forms • Refining Polices/Procedures

5. Phase 3 – Testing and Final Preparation • Test System with Publishers/Authorized Users • Hire Staff; Train • Register Authorized Users • Accept NIMAS Files and Begin to Catalog

6. Phase 4--Implementation • NIMAC Will Begin Regular Operations, December 2006

7. Definitions • Accessible media producers (AMPs) produce braille, large print, Daisy books, and other accessible format materials for people with disabilities. • Accessible media producers are eligible to download files directly from the NIMAC as agents of authorized users.

8. Authorized User “Authorized user” in this document simply means an individual who has signed the NIMAC Limitation of Use Agreement and who has been provided a user id and password that enables him/her to access the NIMAC database AND download NIMAS files in accordance with that agreement.

9. Authorized Entities “Authorized entities” are referred to in the Chafee Amendment of 1996, and are defined therein: “‘authorized entity' means a nonprofit organization or a governmental agency that has a primary mission to provide specialized services relating to training, education, or adaptive reading or information access needs of blind or other persons with disabilities.”

10. Coordinating agencies “Coordinating agencies” are those local and state educational agencies that have chosen to coordinate with the NIMAC by directing publishers to provide NIMAS files to the NIMAC.

11. Print disabilities • IDEIA includes a definition of students who may be provided accessible textbooks created with NIMAS files from the NIMAC. That definition used within the legislation is “Blind or other persons with print disabilities.”  “Blind or other persons with print disabilities” means children served under IDEA and who may qualify in accordance with the act entitled “An Act to provide books for the adult blind,” approved March 31, 1931 (2 U.S.C. 135a; 46 Stat. 1487) to receive books and other publications produced in specialized formats.  [674(e)(3)(A)]” • Authorized users of the NIMAC will agree to a Limitation of Use Agreement for NIMAS files that restricts the files’ use and defines the qualifying disabilities as stated above.

12. Acronyms • AMP: accessible media producer • DRM: digital rights management • LEA: local educational agency • NIMAC: National Instructional Materials Access Center • NIMAS: National Instructional Materials Accessibility Standard • SEA: state educational agency

13. NIMAC The National Instructional Materials Access Center (NIMAC) will serve as a national repository for NIMAS files and as a conduit through which NIMAS files are made available only to authorized users so that these files may be converted into fully accessible textbooks and instructional materials for students with qualifying disabilities.

14. NIMAC Basic Concept • The NIMAC is a central repository that will contain NIMAS file sets. It will have an automated system for allowing publishers to deposit NIMAS file sets within the repository. • The NIMAS files will be checked to confirm that they are valid NIMAS format, and the files will be cataloged into a web-based database. • Those who have been authorized for access will have user identifications and passwords. These authorized users will be able to search the NIMAC database AND download directly the file(s) they need.

15. Basic Concept (continued) • Authorized users (AU) may choose to assign files within NIMAC to accessible media producers (AMPs) • AMPS must first register signed Limitation of Use Agreement with NIMAC • AMPs can download only files assigned to them by AUs, but may do so directly

16. How Are Files Distributed by the NIMAC? • After validation and cataloging, the NIMAS files will be available for downloading by authorized users via an online, searchable database. • To ensure copyright protection and that files are used only to produce accessible textbooks for students, access to files from the NIMAC will be restricted to authorized users who have agreed to and signed the NIMAC Limitation of Use Agreement.

17. What Happens When NIMAS File Sets Are Downloaded? • The authorized user may convert files to fully accessible textbooks or may deliver the files to outside vendors or contractors. • Accessible media producers, as an agent of the AU may download and convert file sets assigned to them within NIMAC by authorized users.

18. What about Copyright? DRM? • SEA names limited number of authorized users. • SEA opts in via agreement limiting use of files. • Access to thefiles in the NIMAC repository will be to authorized users only who have agreed to the NIMAC Limitation of Use Agreement. • Files are fingerprinted and watermarked.

19. How Do Publishers Work with NIMAC? • Publisher is required to provide files through contract with a coordinating agency. • Publisher receives error report if file is rejected and may resubmit it when corrected. • Publisher receives certificate when valid file is accepted via NIMAC. • Publisher may use certificate to verify that files have been submitted to NIMAC, if necessary. • NIMAC will accept files from publisher even without a contract, at publisher discretion.

20. Publishers: Submission of File Sets • Will validate files before submission using NIMAC validation tool. • May choose to provide files singly or batch. • May submit directly via portal, FTP, CD/DVD.

21. Publisher Files (continued) • Validation tool checks that XML is well-formed. • Validation tool verifies that XML conforms to the DTD referenced in the OPF and XML files. • Validation tool confirms that all referenced files do exist

22. How do states work with the NIMAC?To coordinate with the national repository, states will: • Officially choose to act as a coordinating agency with the NIMAC. • Include language in contracts with publishers directing them to send NIMAS files of elementary and secondary textbooks and related core print instructional materials to the NIMAC. • Identify authorized users who may obtain files directly from the NIMAC. • Arrange to have the files converted to accessible textbooks by using their own resources or contracting with others. • Be encouraged to share information about the availability of the textbooks in accessible format through APH’s Louis Database of Accessible Materials for People who are Blind or Visually Impaired (http://www.aph.org/louis/index.html), in order to avoid duplication of effort.

23. States: How to Register • 1. The state director of special education director (SPED) or state NIMAS/NIMAC coordinator registers with NIMAC by signing the NIMAC Coordination Agreement and the NIMAC Limitation of Use Agreement (LUA), which will be available via web site http://www.nimac.us . Both forms most be returned to NIMAC as signed, hard copy agreements. • 2. State director/coordinator completes the authorized user designation forms, which will be available via NIMAC web site. The NIMAC strongly recommends no more than 5. (Some exceptions may be made. Please consult NIMAC Director.) • 3. State director/coordinator informs authorized users that they have been so designated and notes they must sign Limitation of Use Agreement and provide one copy to NIMAC and one to state director/coordinator. • 4. State director/coordinator must reauthorize these accounts every 12 months. Email message will be sent automatically to remind state director/coordinator that this is necessary.

24. State Registration (continued) Authorized User action • 1. Authorized user signs Limitation of Use Agreement and returns to state director/coordinator and NIMAC as directed. NIMAC action • 1. Once both designation form and LU agreement received, NIMAC emails authorized user a user id and password. User can then log in and administer the account. • 2. NIMAC provides email welcome message with written instructions for using NIMAC and contact email and telephone numbers for assistance.

25. State Registration (continued) • Authorized user reviews instructions. • Authorized user may choose to establish accounts that permit third party accessible media producers (AMP) (vendors) to access files as an agent of the authorized user. These accounts allow the authorized user to assign files to them for downloading.

26. State Registration (continued) • Authorized user may establish two temporary sub accounts as needed.

27. AMPs Registration • Option 1: The AMP uses the NIMAC web-based form for entering data about itself, including name, address, email, contact person name and telephone numbers. The AMP completes a Limitation of Use Agreement (LUA) and files with the NIMAC. • Once the NIMAC has the LUA on file, the download account for the AMP will become active, and authorized users (AU) may then assign files to AMP. • Option 2: If an AU wishes to assign files through the NIMAC to an AMP that is not yet registered through the NIMAC, the AU can complete the account information for the AMP via the NIMAC web based form. The account will not be activated until the AMP has completed and returned an LUA to the NIMAC.

28. Features of Special Interest • The complete file set or only XML may be downloaded. • The title page/verso may be viewed by searchers to assist in identifying correct files. • Authorized users may enter list of ISBNs of files and will be alerted when files become available.

29. More Special Features • Publishers and authorized users can query system and create reports. • Basic search and advanced search options will be supported. • NIMAC record will indicate if file has been downloaded previously.

30. Timeline: September 2006 • Complete publisher portal. • Provide publisher test accounts. • Outreach to states: NIMAS/NIMAC state coordinators. • Continue work on administrative, authorized user components of system.

31. Timeline: October 2006 • Complete work on administrative and authorized user components of system. • Provide test accounts for authorized users. • Continue outreach via webcasts, conference calls and meetings, including AFB, IRCBVI meetings.

32. Timeline: November 2006 • Make any final tweaks to system. • Begin registering authorized users, AMPs. • Develop work flow procedures for NIMAC staff.

33. Timeline: December 2006 • NIMAC open and ready for operation.

34. For More Information • http://www.nimac.us • info@nimac.us Julia Myers 9/08/06