NIMAC: Overview and Status Report

1. NIMAC: Overview and Status Report Julia Myers March 16, 2007

2. What is the NIMAC? A central repository for NIMAS files. NIMAS files are source files that can be used to produce accessible, student-ready specialized formats, such as Braille and audio for students in K-12 with qualifying disabilities.

3. 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.

4. NIMAC FACTS Why did APH establish the National Instructional Materials Access Center? • The Individuals with Disabilities Education Improvement Act (IDEIA) of 2004 named APH to house the NIMAC. • The same legislation requires states to adopt the NIMAS file format for source files for accessible materials for their K-12 students. NIMAS NIMAC in IDEA: http://nimas.cast.org/about/idea2004/index.html

5. NIMAC FACTS What does the NIMAC do? • The NIMAC receives and catalogs publishers' electronic files of print instructional materials in the NIMAS format. We also sign up registered users and provide the searchable web interface. • OverDrive, Inc. is the vendor who is providing the database software and off-site storage for the NIMAC.

6. NIMAC FACTS What is NIMAC’s relationship to APH? • Although physically located at APH, NIMAC is a separate entity and exists outside of APH’s regular business operations. For this reason, we have a separate web site and telephone numbers.

7. NIMAC FACTS Who can sign up to get files from the NIMAC? • NIMAC does not work directly with students, individual schools, teachers, or parents. A small number of Authorized Users will be named in each state, such as IRCs and schools for the blind. These users will be the only persons who can get files from the NIMAC, and have them converted into student-ready formats like Braille.

8. NIMAC FACTS What kinds of materials will be in the NIMAC? • NIMAS files of elementary and secondary “core instructional and related print materials” will be deposited in the NIMAC. No other file formats are accepted. • Remember: The NIMAS format is not student-ready. These files are not distributed directly for use in the classroom. They must be converted to the finished specialized format first. • NIMAC cannot help parents or teachers who are seeking PDF, audio files or other e-book formats.

9. NIMAC FACTS How does NIMAC get files? • States and local education agencies instruct publishers to send us files when they contract for their textbook adoptions/purchases. This is the only mechanism for us to get files. We are not authorized to require for files from publishers ourselves. Can NIMAS files be used to produce formats for any child with a disability? • No, IDEA provides the definition of students who may be served. Will college students with qualifying disabilities be able to get files from NIMAC to produce accessible formats? • IDEA restricts the mission of the NIMAC to serving students in elementary and secondary school.

10. Since December 3, 2006, NIMAC has been registering: • Publishers • State Coordinators • Authorized Users • Accessible Media Producers • ANYONE MAY SEARCH DATABASE

11. State Coordinating AgenciesRegistering with NIMAC Who? • State Director of Special Education, or • NIMAS/NIMAC State Coordinator, or • State Counsel, or other state official What? • Sign Coordination Agreement • Mail Copy to NIMAC

12. Where? Coordination Agreement available from http://www.nimac.us When? Now! Then what? Complete the registration process online by using web form at NIMAC

18. What Next? • Complete registration by identifying Authorized Users. • Authorized Users will be identified by the coordinator. • These authorized users will be identified from among the state, local, regional, or educational agencies.

19. How? • Complete “Add Authorized User” web form! • Please Note: The Authorized User must submit a hard-copy Limitation of Use Agreement to NIMAC. Once it is received, NIMAC will activate the account.

23. What Happens Next? • Once NIMAC has the Limitation of Use Agreement signed by the Authorized User, NIMAC emails user ID and password. • Authorized User may then download files! • Authorized User may also assign files to AMPs!

24. AMPS: Registering • Step One: Register Using the Online AMP Registration • Step Two: Submit Limitation of Use Agreement (LUA) to NIMAC • Step Three: NIMAC Activates Account

25. Publishers: Registering 1. Register “super user” account by emailing all requested information to: NIMAC@aph.org 2. Log on with user ID and password that will be provided to you via email by NIMAC. 3. Change the password under Manage User Information. 4. Set up additional accounts as desired under the Manage User Accounts tab. 5. Download validation tool and metadata Excel sheet by going to Support tab on top menu bar after logging in to NIMAC. 6. Use Manage Inventory to upload files.

26. Now you'

29. At the brief display . . . • You can select a download option or assign the file to an AMP at this point; • Or, you can click either the title or “Click Here to See Full Record Display” to see the complete title information.

30. Options

34. Assigning a file to an AMP • First, from the search results display, click on the option “Assign title to accessible media producer.” • Select the AMP you want from the list of registered AMPs. • Select the format you want produced. • That’s it! The system will display a message that the file has been assigned to the AMP’s work queue. • You can then select another AMP for the file, or begin a new search.

40. After you assign the file . . . • The AMP will receive an email notification that the file is waiting in its work queue. • Once the AMP has downloaded the file, the authorized user who assigned the file will receive an email notification that the file has been downloaded. • If the file has not been downloaded within 30-days, the authorized user will receive an automated courtesy notification that the file is still in the AMP’s queue.

41. NIMAC: Current Stats • Publishers: 19 • States Coordinating with NIMAC: 32 • State Authorized Users: 30 • Accessible Media Producers: 30 • Files ready to download: 700 All Figures Correct as of March 13, 2007

42. How to Reach Us • http://www.nimac.us • 502-899-2230 • 1-877-526-4622 (1-877-52-NIMAC) • NIMAC@aph.org

43. Creating Specialized Formats from NIMAS files Where can transcribers and others go if they have questions about how to convert the files to accessible formats? • For people with technical questions about the NIMAS file format, please refer to the Technical Assistance Center at CAST: The NIMAS Technical Assistance Center will work with key stakeholders such as states, school boards, and publishers to raise awareness of the benefits of accessible materials. It will also advise stakeholders on the efficient production and distribution of NIMAS-compliant materials. • Questions or requests for more information should be directed to: Chuck Hitchcock Director, NIMAS Technical Assistance Center CAST, Inc. EMAIL chitchcock@cast.org TEL 781-245-2212 x233 http://nimas.cast.org

44. Accessible Textbooks in the Classroom • A Guide for educators (administrators, teachers, and paraprofessionals) with strategies for acquiring and using accessible, alternate-format versions of print instructional materials for pre-K–12 students with print disabilities. http://nimas.cast.org/about/resources/accessible_textbooks.html

45. Louis and AMP • Louis the Database of Accessible Materials for People Who Are Blind or Visually Impaired will continue to list availability of the specialized formats. http://www.aph.org/louis.htm • The Accessible Media Producers Database will continue to provide information on AMPs. http://www.aph.org/ampdb.htm

46. APH File Repository The APH File Repository will continue to house non-NIMAS publisher files and embosser-ready Braille files for Braille production only. It is separate and distinct from the NIMAC and its mission is the same as always. Files from APH File Repository are available for downloading via Louis for registered users. For more information: http://www.aph.org/louis/reposinf.htm

47. Obtaining non-NIMAS files NIMAC cannot help parents or teachers who are seeking PDF, audio files, or other e-book formats. NIMAC also cannot provide NIMAS files for testing. The Association of American Publishers maintains a list of contacts for Braille-related questions here, please contact them: www.publishers.org/SchoolDiv/issues/issues_01_Access_pages/issues_01_Access_01.htmThe Association of American Publishers also provides contact information for rights and permissions for publishers and for specific imprints here: www.publishers.org/about/rpacurls.cfm

48. New York NIMAS/NIMAC Coordinator • Daniel J. RyanSupervisorNew York State Education DepartmentAlbany, NY(518) 486-7462dryan@mail.nysed.gov