Alternate format
Alternate format materials provide students with print disabilities access to academic materials. Eligibility for these materials is determined on your documented need.
Examples of alternate format materials are:
- digital audio
- electronic text (e-text)
- Braille
- large print texts
Access & Diversity's Crane Library produces and houses a collection of audio, e-text, Braille, and large print texts.
Determining alternate format accommodations
Contact Access & Diversity to set up an appointment with a Diversity Advisor – Disability. In keeping with Access & Diversity's guidelines and in accordance with the Canadian Copyright Act, the advisor reviews your disability documentation to determine accommodations.
If you are new to UBC, you should meet with the Diversity Advisor – Disability at least two or three months before the start of the term.
Requesting alternate format materials
Once you have been granted eligibility for alternate format materials, you must submit an Alternate Format Materials Request Form (download below) for each item you need in alternate format.
Alternate Format Materials Request Form (132KB PDF)
You must also submit the following:
- the actual material to be produced in alternate format;
- the course syllabus for the course that you require the material for; and
- proof of purchase of the course material(s).
You'll submit these to Crane Library.
Requests should be submitted four to six weeks in advance of the term for which you are requesting alternate format materials.
Alternate format policies and expectations
Our alternate format procedures are guided by copyright requirements to ensure that we do not compromise service. The Canadian Copyright Act requires that you provide us with a hard copy of the materials and proof of payment. You must make arrangements to purchase the materials from the UBC Bookstore, the instructor, or other source, as they become available.
The course syllabus is required so that Access & Diversity staff can produce materials in priority sequencing. Incomplete requests will delay the production of the materials. You are responsible for providing all of the necessary information and materials.
It is important for you to communicate your requirements for alternate format materials to your instructor in advance for each course.
Producing alternate format materials
The production of alternate format materials is a complex process in which students, instructors, and Access & Diversity staff all play important roles.
A simple text of a few pages can be completed in a few days, while complex texts may take months to produce. Materials are completed in sections by the timelines stated in the course syllabus.
Picking up alternate format materials
Completed alternate format materials will be available for you to pick up from your space on a designated shelf in Crane Library. We recommend that you check your space regularly. E-texts, however, are emailed directly to the email address you provided in the SISC.
All materials are intended for your use only. Electronic materials may not be redistributed to others.
Original texts
The original text will be returned to you once we have completed the alternate format material. Some students elect to purchase two copies of material: one to keep and another for alternate format production. The copy that you provide to us for alternate format production may be altered during the production process.
If you wish to return the second copy of the material to the UBC Bookstore for a refund, it must be in good condition. Returns may be completed at the UBC Bookstore Information Desk within one month of purchase. We encourage you to return texts as soon as possible during the term. Access & Diversity cannot take responsibility for the refund of materials.
If you have any questions, please email us at crane.library@ubc.ca.
