Current Student with Prescribed Accommodations FAQ

General AEC Information
Requesting Accommodations
Academic Advising
Testing Accommodations
Final Exams
Notetaking Services
Other Accommodations
Deaf & Hard of Hearing Services
Center for Accessible Technology (CAT)
Assistive Technology& Training
Alternative Formats

General AEC Information

• Can I add new accommodations once my accommodations have been prescribed?
  • Additional accommodations can be requested/reviewed as a student progresses through their academic pursuits at the university. Students need to meet with an AEC Counselor to discuss their request for new accommodation(s).
• If I am registered with the AEC, will I receive priority registration (advance registration)?
  • Priority registration received at a previous institution(s) does not determine eligibility at SJSU; priority registration is determined on a case by case basis.
• Does AEC provide tutors to assist students with disabilities?
  • The AEC does not provide tutoring for students with disabilities. The University offers tutoring to all students through campus resources such as Peer Connections and the Writing Center. AEC students utilizing these campus resources are provided consideration for additional support time. 
• Is the confidentiality of a student’s AEC record/status maintained through the Accessible Education Center?
  • All information and documentation submitted to the AEC is kept separate from an academic record and is considered private under the Family Education Rights and Privacy Act. As an AEC student, you must sign a release of information and specify the individual you are authorizing the release of disability-related information. Unless AEC has the student’s written and signed authorization, AEC will not disclose information to faculty, staff, parents, or other third parties and is considered private under the Family Education Rights and Privacy Act (FERPA). AEC can not guarantee confidentiality as there may be times when sharing some information is necessary in the facilitation of the accommodation process.
    
    All information documentation submitted to the AEC is kept separate from an academic record. No record of disability status appears on any academic transcript or permanent document maintained by the Office of the Registrar.
• How long does AEC maintain my confidential file?
  • The AEC purges student files after 3 years of inactivity in the SJSU system. The AEC recommends students retain copies for their own records. 
• Am I required to inform my instructors about my disability?
  • Students are not legally required to disclose the nature of their disability to faculty. However, students utilizing AEC services will need to disclose their AEC registration if they will be utilizing course accommodations.
• Does the AEC loan out wheelchairs?
  • The University does not provide wheelchairs to students or University guests.
• How do I make a complaint or express a concern regarding a prescribed accommodation?
  • Faculty, staff or students with questions, concerns or disagreements regarding a prescribed accommodation(s) should schedule an appointment to talk with an AEC Counselor to discuss the concern to resolve the matter as expeditiously as possible. Students should make a reasonable, good-faith attempt to resolve the complaint on an informal basis following the Student Grievance Procedures in accordance with Presidential Directive 97-03, Accommodations for Students with Disabilities. 

     

Requesting Accommodations

• How and when do I request my accommodations?
  • Although accommodations can be requested at any time during the semester, the AEC recommends students request accommodations at the beginning of each semester since accommodations are not retroactive. Requesting accommodations is done via MyAEC. Once accommodations are requested MyAEC will email instructors“Faculty Notification Letter.” 
    
    Log into MyAEC to request the accommodation(s). If assistance is needed please view the AEC YouTube video tutorial on How To Submit An Accommodation Request.
• What should I do if I experience difficulty with my instructor accommodating me?

  • Students experiencing difficulty receiving their prescribed accommodation(s) from the instructor should contact the AEC to talk with a counselor. The AEC recommends contacting us (aec-info@sjsu.edu) as soon as possible so we can work with the instructor to put your accommodations in place.

     

     

Academic Advising

• I’m registered with AEC; would that allow me to register if I have a Hold on my account?
  • Holds may be placed on students’ records by various campus departments for different reasons (e.g. fees, advising, or documents). Students cannot register if the Hold prevents registration. Log into your MySJSU[BROKEN LINK] and click on the “details” link on the Hold to view the Hold information including how to clear them.
• Can the AEC Counselors remove my registration Hold and Probation Hold?
  • No, the AEC Academic Advisor is unable to remove Holds on students’ accounts. A Hold must be cleared with the department that placed the Hold. Log into your MySJSU and click on the “details” link on the Hold to view the Hold information including how to clear them.

     

• I’m registered with AEC, can AEC drop my classes?
  • No, AEC is unable to drop classes for students registered with AEC. Students can drop a class until the drop date via MySJSU.  The deadline for dropping a class (without a "W") is posted on the SJSU Registration Calendar.
    
    Students may petition to Late Drop for serious and compelling reasons after the drop deadline. Late drops are to be submitted at the counter of Academic Advising and Retention Services in the Student Services Center. Please refer to the form for the date when the petition should be submitted. Students should continue attending class during the late drop procedure until they receive notice their petition has been approved or denied. Instructor's signature and submission of the petition do not guarantee approval!
• Why do I need to take the WST?
  •  In 1977, the Graduation Writing Assessment Requirement (GWAR) was implemented system-wide through all the CSU campuses to evaluate university level writing skills. A passing score on the WST is a pre-requisite for the SJSU Studies requirements.  Should you require accommodations, contact the AEC to register to request WST accommodations at least one month prior to the date of the WST. Please see the AEC website for more information.
    
    NOTE: Due to COVID-19, SJSU must temporarily suspend offering the WST. SJSU will temporarily offer a Directed Self Placement (DSP) alternative for students to help them select their 100A or 100W course for Summer and Fall, 2020.
    
    The DSP is a series of questions and exercises that will help you choose the writing course that is right for you. Once you complete the DSP, you are then able to register for 100A or 100W. If you complete the DSP, you don’t have to take the WST once it resumes.

Testing Accommodations 

• How are testing accommodations being administered for the Fall 2022 semester? 

  • AEC Testing Process for Students Fall 2022 [pdf]

    Fall 2022 Testing Accommodations Flowchart [pdf]

     

• How do I request testing accommodations in MyAEC?

  • You must request any prescribed testing accommodations in MyAEC each semester. Our tutorial video provides step-by-step instructions on how to do so. 

     

• When should I request testing accommodations in MyAEC?

  • Testing accommodations can be requested in MyAEC at any time during the semester. You must request testing accommodations in MyAEC before you will be able to use them. AEC recommends that you request testing accommodations as early as possible. You will be able to request accommodations in MyAEC after registering for each upcoming semester. 

• How will my professors know I have testing accommodations?  

  • Once you have requested your accommodations in MyAEC, each of your faculty members will receive an email called a “Faculty Notification Letter.” The Faculty Notification Letter informs faculty of your prescribed accommodations. 

    You will receive email copies when each Faculty Notification Letter is sent out. You can also access records of each Faculty Notification Letter sent on your behalf in your MyAEC profile in the “My Mailbox” section. 

    Note: If you request accommodations in MyAEC before the semester begins, your Faculty Notification Letters will not be sent out until a couple days before the beginning of the semester to ensure your faculty don’t accidentally miss them.

• Once I have requested my testing accommodations in MyAEC, do I also need to request accommodations for each specific exam?  

  • Yes.

    Requesting accommodations for every exam is essential so faculty and the AEC can make necessary arrangements, such as scheduling your exam time with AEC (for in-person exams) or extending your time in Canvas (for online exams). 

    Fall 2022 Testing Accommodations Flowchart [pdf]

• How do I request accommodations for each exam?  

  • In-Person Class:
    

    Step 1: 
    After requesting your accommodations in MyAEC, contact your professors to discuss your testing accommodations and the administration of course exams. 

    Instructors will electronically complete the AEC Test Accommodation Form through the link provided on the Faculty Notification Letter.

    Step 2:
    You must submit a Test Accommodation Form for each exam (including quizzes, midterms, and finals) at least 5 business days before the scheduled exam date (3 business days for summer/winter courses). Our Test Accommodation Form Tutorial Video will guide you on how to do so. 

    The AEC will email you a confirmation of your exam date, time, location, and other important information.

    
    
    

    On-Line Class: 

    Step 1:
    After requesting your accommodations in MyAEC, contact your professors to discuss your testing accommodations and the administration of course exams. Confirm with your professor which exams/quizzes you want to use your prescribed testing accommodations for. 

    
    Step 2: 
    Email your professors at least 5 business days (3 business days for summer/winter courses) before each exam to remind them of your requested accommodations. 

    Professors may not respond to reminder emails. As long as you have discussed your accommodations with your faculty in advance, you should receive your testing accommodations. 

• What should I do if my time is not extended for an online exam?  

  • If you log into your online exam and your time has not been extended, log out of the exam immediately. Email your faculty to inform them your time has not been extended. Faculty should respond shortly and extend your time. If faculty does not respond or are not able to extend your time, email AEC Exams at aec-exams@sjsu.edu and we will assist. (AEC Testing Hours for Fall 2022 are Monday - Friday from 8:30 am - 7 pm. Emails received after hours will be answered the next business day. Do not attempt to take your exam until your faculty and/or AEC have communicated with you to confirm your time has been extended.) 

• I forgot to request my testing accommodations at least 5 days (3 days for summer/winter courses) prior to my exam. Are my faculty required to provide my accommodations? 

  • In-Person Classes

    Non-Final Exams: The 5 business days in advance (3 business days for summer/winter courses) time frame is designed to provide faculty and AEC enough time to set up accommodations. You can still submit a Test Accommodation Form less than 5 business days in advance (3 business days for summer/winter courses), but faculty are not required to approve late requests. AEC may also not be able to approve late requests depending on seating availability. Students are encouraged to contact AEC for consultation if they have questions.

    Final exams:  Requests for final exam accommodations must be submitted in MyAEC by November1, 2022 deadline (for Fall 2022), and 3 business days in advance for summer/winter courses. These deadlines allow faculty and AEC time to set up accommodations. You can still submit a Test Accommodation Form less than 5 business days in advance (3 business days for summer/winter courses), but faculty are not required to approve late requests. AEC may also not be able to approve late requests depending on seating availability. Students are encouraged to contact AEC for consultation if they have questions.

     

    Online Classes  
    All exams (including finals): The 5 business days in advance (3 business days for summer/winter courses) time frame is designed to provide faculty enough time to set up accommodations. Faculty are not required to accommodate a student if the student requests accommodations in an unreasonable time frame. Students are encouraged to contact AEC for consultation if they have questions.

• I need to reschedule an exam due to an illness/emergency. What should I do?

  • In-Person Classes:
    Rescheduling an exam requires instructor approval. Make-up exams follow the policy indicated on course syllabus. If you need to reschedule or cancel an exam due to illness or emergency, email AEC Testing at aec-exams@sjsu.edu as soon as possible. You will also need to email your instructor to determine an alternate time to take the exam.

    Once you and your instructor agree on a new exam date and time, submit a Test Accommodation Form and forward the approval message from your instructor to aec-exams@sjsu.edu.

    -Exams requiring additional accommodations such as: a reader, scribe, private room and/or other individualized prescriptions may be delayed in scheduling until the required accommodation support can be secured.
    -Once AEC receives instructor approval, by email or verbal, the rescheduled exam will be approved. 

    
    Online Classes: 
    Make-up exams follow the policy as indicated on course syllabus. Students needing to change or cancel an exam due to illness or an emergency, must contact their instructor to determine a new date and time. Instructor will make the necessary arrangements directly with the student.

• Some of my exams overlap due to my testing accommodations. What should I do? 

  • Online Classes:
    Speak directly with your faculty to request scheduling arrangements. Examples: You can ask the faculty of your first class to allow you to start the exam early, or you can ask the faculty of your second class to allow you to start the exam late. Faculty will make the necessary arrangements directly with the student. 
    If your faculty does not support scheduling arrangements, contact AEC Testing at aec-exams@sjsu.edu as soon as possible for support.  

     

    In-Person Classes:
    Speak directly with your faculty to make arrangements for when you can schedule your accommodated exams with the AEC. This discussion should include asking whether you can take the exam on a different day (if needed). If a faculty member does not approve of the time/day you wish to schedule your accommodated exam with AEC, work directly with the faculty member to determine if your professor can  provide the accommodations themselves on a day and time mutually agreed on. If the professor cannot do so, you should contact AEC Testing at aec-exams@sjsu.edu as soon as possible for support. 

• What am I allowed to bring into the testing room?

  • Allowed items: Pens/pencils, testing aids approved by faculty, required testing items such as Scantrons or essay books. 

    Not allowed:  Electronics (e.g., cell phone, laptops, tablets, smart watches, etc.), backpacks/purses, food/gum, unauthorized testing aids. 

• Can I store personal belongings (such as backpacks or bags) in AEC while I am testing?

  • You should do your best to bring ONLY what you need for your exam. Please leave other belongings (e.g., bags/backpacks, school materials, food, etc.) at home or in a safe location. If you absolutely must bring personal belongings, AEC will provide some storage spaces on a first-come, first-served basis.

• Does AEC provide testing materials (e.g., scantrons or green books) and other aids (e.g, calculators or rulers)?

  • No, AEC does not provide any aids other than a pencil or pen. You are responsible for your own required testing materials and aids. 

Final Exams

• How are testing accommodations being administered for Fall 2022 Final Exams?

  • Student Process for Final Exams Fall 2022

• How will instructors receive notification that a student will need accommodations for a final exam?

  • In-Person Class:

    Step 1: 
    After requesting your accommodations in MyAEC, contact your instructor to discuss your testing accommodations and the administration of course exams. 

    Instructors will electronically complete the AEC Test Accommodation Form through the link provided on the Faculty Notification Letter.

    Step 2:
    You must submit a Test Accommodation Form for each exam (including quizzes, midterms, and finals) at least 5 business days before the scheduled exam date (3 business days for summer/winter courses). Our Test Accommodation Form Tutorial Video will guide you on how to do so. 

    The AEC will email you a confirmation of your exam date, time, location, and other important information. 

    Once approved, your instructor will receive an automated email from MyAEC with your exam date and time. 

    On-Line Class: 

    Step 1:
    After requesting your accommodations in MyAEC, contact your professors to discuss your testing accommodations and the administration of course exams. Confirm with your instructor which exams/quizzes you want to use your prescribed testing accommodations for. 

    Step 2: 
    Email your instructors at least 5 business days (3 business days for summer/winter courses) before each exam to remind them of your requested accommodations. 

    Instructors may not respond to reminder emails. As long as you have discussed your accommodations with your faculty in advance, you should receive your testing accommodations

• What should students do if back-to-back exams overlap due to the extended time? 

  • Students are responsible to work with their instructor when they need to take an exam at an alternate time for back-to-back exams. 

    Per the University’s Finals Exam Policy - Circumstances in which students may request the rescheduling of a culminating activity:

    b. A student may request the rescheduling of a culminating activity if three or more are scheduled/due within a 24-hour period. Requests must be made at least three weeks prior to the last class meeting of the semester.

    On-Line Class: 

    AEC recommends students speak directly with the instructor of the second course to request a later start time when the prescribed extended time of the first exam overlaps the second exam’s start time. Instructor will make the necessary arrangements directly with the student. 

    Should the instructor not support a later start time, students should contact AEC Testing at aec-exams@sjsu.edu as soon as possible for support.  

    In-Person Class:

    Use this process only if the course has in-person exams being proctor/administered by an instructor or designated person. For exams administered online remotely, students are not required to come to campus to take the exam and should follow instructions for Online Class above.

    Exams administered by AEC will be scheduled back-to-back in consideration of the extended time. AEC will schedule the second exam 15 to 30 min (as seat availability allows) after the scheduled end time of the first exam.

    Student are required to notify their instructor of any time change.  Should the instructor not approve the time change, AEC recommends students work directly with the professor to determine if:

    1) your exam can be rescheduled to another day or

    2) your professor may be able to provide the accommodations themselves on a day and time mutually agreed on.

    
    Should the instructor not support a later start time or offer an alternate arrangement, students should contact AEC Testing at aec-exams@sjsu.edu as soon as possible for support.  

• How do instructors extend testing time on Canvas?

  • Instructors have been provided the instructions and a link to Canvas Tutorial video on extending testing time.

• Who should I contact about issues with my Canvas password?

  • Please contact SJSU Information Technology (IT).

• Is Canvas compatible with the software AEC provides to students?

  • Canvas is an accessible platform and it is compatible with assistive technology with or without LockDown Browser, such as screen readers. Students prescribed to the reading program, Natural Reader, already have access to the software and are able to use it with Canvas exams. 

• Is Respondus Lockdown compatible with assistive technology?

  • The Mac and the iPad version of LockDown Browser works with VoiceOver (the standard screen reader that comes with the Mac OS and iOS) and requires no additional effort by the user. The Windows version of LockDown Browser allows a student to use some screen reader programs, such as JAWS.

    It's important to recognize that LockDown Browser is simply a browser used to take exams within a Learning Management System. The Learning Management System itself is responsible for making its tools and content accessible. Remember to post accessible materials onto Canvas.

• Who should I contact about issues with Respondus Lockdown Browser, Proctorio, or ProctorU?

  • E-Campus has dedicated support resources for each of the University-provided proctoring services, which can be found by visiting E-Campus’s main website and looking under the drop-down menu titled Teaching Tools. 

• Who should I contact if I have technical difficulties with my assistive technology while using Canvas/Lockdown Browser? 

  • All students should have utilized Canvas for at least one exam prior to final exams. If a student experienced difficulty using their assistive technology with Canvas and/or LockDown, students should email aec-info@sjsu.edu for support. It is important students seek support for using assistive technology well in advance of a scheduled final exam, as AEC will be unable to provide live technical support.

• Is AEC staff available for support?

  • AEC continues to support students via email (aec-exams@sjsu.edu), phone, and to address any student concern regarding supporting accommodations and the administration of in-person final exams, including Spring 2022 finals.

    
    During finals week, AEC will email students daily with a Zoom invitation link being monitored by AEC. The Zoom meeting will provide students with real-time access to talk with an AEC professional staff member. Details will be provided with a follow-up email. 

    Note: Live technical support will not be provided.

• What should students do if their exam time is not extended?

  • If you log into your online exam and your time has not been extended, AEC recommends that you log out of the exam and do not attempt to take the exam. Email your instructor and the department Chair immediately to inform them your time has not been extended. Your professor should respond shortly and extend your time. If your professor does not respond or is not able to extend your time, email AEC Exams at aec-exams@sjsu.edu and we will assist.

• What should students do if the instructor is not responding to their email?

  • Students can contact the instructor’s Department Chair or Associate Dean. This information can be found on the instructor's department web page or by typing in the department’s name in the SJSU directory.

• Will I have a Captioner or Interpreter for my final exams?

  • Students needing either a Captioner or Interpreter for their final exams (presentations) must contact the DHOH Office, aec-dhoh@sjsu.edu 5 days prior to their exams should either of these services be required and only if exams are being administered live and on Zoom.

Notetaking Services

• Who is qualified to be my notetaker?
  • Notetakers must be matriculated students and enrolled in the same course you are requesting notes. Notetaking is a semester-long service provided through the last class session. Notetakers are required to complete the following AEC notetaking packet: Memorandum of Understanding/Confidentiality Policy and the Verification of Notetaking Services Rendered.

     

• If I have notetaking accommodations, how do I request them?
  • You would login on MyAEC and follow these steps:1. Select the class under “Step 1” and click “Step 2- Continue to Customize Your Accommodations”
    
    2. Select the box “Notetaking Services” and click “Submit Your Accommodations Requests”
    
    3. Return to the Overview page of MyAEC and on the left side under “My Accommodations” click “Notetaking Services”
    
    4. Click the blue link that states “Confirm Now” under each class that you want notetaking services for. 
    
    Peer Notetaking Flowchart [pdf]
• Does the notetaker know who the student is they are taking notes for?
  • Notetaking Service is confidential. Students receiving notes will not have knowledge of who the Notetaker is. Equally a Notetaker, will not have knowledge of the student(s) receiving the notes. However, if both AEC student, and notetaker wish to exchange contact information, both parties will need to contact aec-notetaking@sjsu.edu. The course instructor will be provided the Notetaker name when a Notetaker is selected. 

     

• Why does my instructor need to know the name of my notetaker?
  • The AEC notifies the instructor when a notetaker has been assigned for multiple reasons. The notification is sent to the instructor to notify them that the accommodation has been fulfilled, and that they no longer need to make an announcement to the class. Also, in a scenario where a course has strict policies against using a laptop in class and the student has an accommodation for typed notes or a policy against students “copying” lecture material, the instructor will know who is allowed to use their laptops and allow the notetaker to take notes. 
• How do I contact my notetaker if I want to remain anonymous?
  • You will have to contact aec-notetaking@sjsu.edu with the question or concern, and we will contact the notetaker for you.  
• Can I choose my notetaker?
  • If you have a classmate that you would like to be your notetaker, please email aec-notetaking@sjsu.edu with their full name and email. The AEC will then contact them with further instructions. 
• How are my notetaker(s) chosen?
  • Once you have confirmed your notetaking services on MyAEC, we will send an email to the entire class requesting a volunteer. If no students volunteer after the email has been sent, the AEC will ask the course instructor to make an announcement to the class. 
• How will I receive notes while AEC is recruiting  for a notetaker?

  • Notes will not be uploaded until a specific notetaker is assigned. If the assigned notetaker has notes from the beginning of the semester, the AEC will ask the notetaker to upload all the notes that they have when the notetaker is assigned. If you are concerned you will not receive notes, you can schedule to speak with a counselor for alternatives to physical notes prior to having a notetaker assigned.

Other Accommodations

• I was prescribed the Notice of Absences Accommodation, how does this accommodation work?
  • Students prescribed the accommodation of “Notice of Student Absences” have disabilities that are episodic and/or unpredictable in nature. An attendance accommodation is intended for students unable to attend class due to the direct effects of a verified disability. Precedent indicates that faculty can apply reasonable attendance policies, regardless of disability, but only after engaging in a thorough process to determine the role attendance plays in a given course.
    
    The Notice of Absences Accommodation Faculty/Student Guide [pdf]is a tool for facilitating communication between instructors and students prescribed an attendance accommodation when meeting to discuss the accommodation. 
• I was prescribed the Extended Assignment Accommodation, how does this accommodation work? 
  • Students prescribed the accommodation of “Extended Assignment” have disabilities that are episodic and/or unpredictable in nature. An assignment extension accommodation is intended for students unable to meet the due date(s) of independent, non-group assignments or online discussion board posts due to the direct effects of a verified disability.  Precedent indicates that faculty can grant assignment flexibility, regardless of disability, but only after engaging in a thorough process to determine the impact postponing an assignment due date will have given course requirements.
    
    The Extended Assignment Guide [pdf] is a tool for facilitating communication between faculty and students prescribed the Extended Assignment accommodation.

Deaf & Hard of Hearing Services

• Service Request Process 
  • Interpreters and Real-time Captioners are provided for all curriculum-related coursework and activities when feasible. Requests for services must be for SJSU-associated events.
    
    The following are the steps needed to request interpreting or captioning services.
    
    Send an email to aec-dhoh@sjsu.edu
    
    Provide the following information:

    ^{-Name of the Requester
    -Name of the Deaf/Hard of Hearing person
    -Course or Event Name
    -Date(s)
    -Beginning/End Time(s)
    -Course/Event Description} 

    After receiving this information, the AEC will follow up with any further questions we have in order to process the request.

• When an interpreter or captioner is assigned to provide services, the following is what you can generally expect:

  • -The Interpreter will set up a chair in the front of the classroom by the board or projector screen. The Captioner will set up their equipment in an optimal location.

    -Deaf and Hard of Hearing students usually sit in the first two rows where they can see the professor, board, and interpreter simultaneously. The Captioner provides the student with an iPad at the beginning of the class and with the aid of the Captioner’s stenography machine, real-time, verbatim text is streamed to the iPad.

    -When the Deaf or Hard of Hearing student has a question or comment, often they will use sign language and the interpreter will interpret their comment into spoken English. Or the student will type their question which will be read by the Captioner. Sometimes the students will speak for themselves.

Center for Accessible Technology (CAT) 

• What do I need to do when entering CAT?

  •  Students must scan their tower card when checking in or out of CAT. Students will sign the corresponding CAT E-Agreements each semester via MyAEC. 

• Are food & drinks allowed?

  • Covered water bottles are the only drinks allowed in CAT and must be kept on the floor.

• Are cell phones allowed?

  • Cell phones must be kept off or on silent upon entering CAT as cell phones are disruptive to students working in the lab. In the event students need to make or take a call, students must exit the lab.

• What should I do when MLK library internet connection is down or I cannot access my CAT desktop?

  • Students should report the incident to both CAT staff and the AS Computer Service Center located in the top floor of the Student Union. Students personal files need to be backed up and portable.

Assistive Technology& Training

• Does CAT offer training?

  • CAT staff provides training for all assistive technology prescribed by AEC. Students can also learn independently by utilizing the resources that are readily available on the CAT Tutorials.

• Does CAT offer technology support?

  • CAT staff provides technical support for software/hardware prescribed by AEC. Software support constitutes providing a student with basic direction in a student's efforts to learn various software applications. Software support is not formal training. Students can also learn independently by utilizing the resources that are readily available on the CAT Tutorials. 

Alternative Formats

• What are Alternative Formats?

  • Alternative media formats include Braille, e-text (electronic text), and large print. Alternative format is produced for curriculum requirements only and is determined by individual student need and the ability to provide the curriculum material in the desired format. 
    
    Students prescribed alternative formats must meet with the Alternative Media Coordinator to discuss and determine appropriate format and receive training on the prescribed assistive technology.

• How do I submit an alternative format request for my textbook?

  • Students are responsible for requesting alternative formats services each semester they are required. Students should request alternative formats as soon as classes appear in MyAEC. All requests must be submitted via MyAEC Student Portal.

    Late requests will be honored provided the student making the request understands CAT will set the timeline for completion of the work accordingly. Late submissions are those requests received after the semester begins.

    _{Step 1: Login to MyAEC}

    _{Step 2: On the left side hand side click on Alternative Formats}

    _{Step 3: Select the book(s) from list}

    _{Step 4: Upload a copy of proof of payment, i,e. book receipts}

• What if my textbook is not listed in MyAEC?

  • If the textbook is not listed, students must submit e-text requests using the Custom Request form located in the alternative formats section. The following information must be included for each book request:
    _{-Book title
    -ISBN number (13 digits)
    -Publisher
    -Author
    -Edition} 

• What happens once I submit my book request?

  • CAT staff will request digital textbook files directly from the publisher. However, if publisher files are not available, students will have the option of providing their textbook for production. 

• How will I receive my alternative format?

  • CAT personnel will notify the student by their SJSU-issued e-mail address when the alternative format is complete and ready to download.  CAT will use WeTransfer to send all completed files.

    Students will be provided with one alternative format copy for each material required for academic use. This electronic file is copyrighted and may not be reproduced or distributed. Any further reproduction or distribution is an infringement of the laws governing the production and distribution of alternative formats.

• What if I need Curriculum Course Readers, Lab Manuals, Articles, Handouts & Syllabi in accessible format?

  • Students will need to ask the instructor if the material(s) is in electronic format. If yes, the instructor should e-mail the electronic copy to the student. Students should then forward file(s) CAT for production.

    If the information is available on a web site (i.e., New York Times, San Jose Mercury News, etc.), students should email the website address to CAT for production. 

    If the material is not available in electronic format students will need to drop off a hard copy to CAT for production. 

• What is the Alternative Format Approximate Turn-Around Time?

  • Every effort will be made to provide alternative formats in a timely manner. Production time for alternative format requests is determined on a case-by-case basis upon review of material to be formatted and converted. AEC strives to make every effort in working with publishers to submit requests, however it is important to know that once a request has been made there are no guarantees that the publisher will respond in a timely manner. The following durations are approximate turn-around times for the corresponding alternative media format:
    
    ^{- E-books ordered directly from publisher: 3 to 6 weeks.}

    ^{- Book or files being produced by CAT: 10 working days; production time could be extended depending on the format of the textbook and the time of semester the request is placed.}

    ^{- Course notes, syllabi, articles: 48 to 72 hours.}

    ^{- Braille request submitted in electronic format: varies; please contact gabriel.morales@sjsu.edu to have your request evaluated for an estimation of completion time.}