Accessible Textbooks and Course Materials

Library Accessibility Services (LAS) provides alternative format materials for students registered with Student Accessibility Services. Many students use alternative formats to support their learning, including people with sensory disabilities, like vision or hearing impairments, or information processing disorders, which often affect people with learning disabilities. We have the software, equipment, and trained staff to support instructors in the creation of accessible course content and collaborate with Alternate Educational Resources Ontario (AERO) and the AccessText Network (ATN) to source additional materials.

The Accessibility for Ontarians with Disabilities Act (AODA) requires that the University provides accessible course texts and materials to students with disabilities. The Ontario Human Rights code also guarantees a student’s right to an accessible education.

If you have any questions about accessible textbooks and course materials, please feel free to check out our help guide on Accessible Course Materials, schedule an appointment or email las@uoguelph.ca.

Where does LAS find accessible textbooks?

Students with disabilities often require alternative formats that work with their assistive technologies. For example, students who use screen reading software will require an accessible PDF copy of the textbook. LAS submits requests for accessible textbooks to AERO or ATN for the student’s preferred format (e.g., Braille, PDF, Word, etc.). Students need to submit proof of purchase through the SAS Student Portal before this request can be fulfilled. LAS staff then share the accessible version directly with the student with the accommodation. LAS staff also work directly with publishers that are not included in AERO or ATN.

In most cases, LAS staff are able to acquire an accessible format; however, in the rare occurrence when we can’t acquire a copy from AERO, ATN, or the publisher, LAS staff work with Accessible Content E-Portal, offered through Scholars Portal, or we create an accessible copy ourselves for the student, which is permitted under the Copyright Act, as long as the accessible format is not already commercially available.

What is AERO?

The Alternate Educational Resources Ontario (AERO) is a web-based digital repository operated by the Ministry of Education in partnership with the Ministry of Advanced Education and Skills Development with the mandate to provide alternate learning formats to students with perceptual disabilities who attend publicly funded educational institutions in Ontario. AERO enables students with perceptual disabilities to access educational materials in a format they require and in a timely manner.

What is ATN?

AccessText Network (ATN) is a network portal linking universities with US based post-secondary publishers. ATN provides access to different formats (e.g., Braille, PDF, Word, etc.). Students need to submit proof of purchase through the SAS Student Portal before this request can be fulfilled. LAS staff then share the accessible version directly with the student with the accommodation.

Can Course Reserves Services assist in ensuring course materials are accessible?

One way to ensure that course materials are accessible is to place them on course reserve using the Ares Course Reserve system. Course materials placed in Ares can be easily integrated into CourseLink.

All content submitted to Ares is reviewed, and remediated as necessary, to ensure compliance with the AODA. When linking to library-licensed content such as journal articles or e-books, Course Reserve employees select the most accessible version available. Documents submitted in Word or PDF format are edited to ensure they can be read by screen readers and other assistive technologies. Streaming media content can also be hosted in Ares via the library’s various streaming media platforms, the majority of which provide captioning as well as transcripts. When Course Reserve staff seek copyright permission for some content posted in Ares, they simultaneously acquire permission to reproduce the content in accessible formats.

Using Ares to deliver course materials to students ensures that every student enrolled in the course is provided with the most accessible copy available, even those students who may not be registered with SAS. Instructors are encouraged to submit their content to Ares well in advance of the start of a new semester, to ensure that accessible copies will be available on the first day of classes. If you have questions, comments, or specific accessibility requirements, please contact Course Material & Reserve Services or call us at extension 53621.

I’ve just received notification from SAS that a student with a visual impairment is registered in my course. How can LAS help me provide accessible course materials?

Students with visual impairments experience significant barriers in courses and LAS provides an extra level of support for these students. In addition to acquiring textbooks in an accessible format, LAS can help ensure that course materials provided by instructors, such as slide decks, handouts, and worksheets, are compatible with the student’s assistive technology.

If all course materials are provided before the first day of class along with a schedule, LAS staff can submit the materials to AERO to have them remediated and accessible copies will be shared with the student as they are needed.

If materials can’t be submitted to LAS all at the beginning of the semester, we can create accessible versions for the student. LAS employees need access to materials at least five business days in advance to ensure materials are delivered to the student in adequate time.

When is the deadline to submit my course assessments to LAS?

LAS only needs copies of course assessments for students with visual impairments. A staff member will reach out to clarify the assessment types and the timelines to submit to our office. LAS employees need approximately one week before the scheduled midterm or exam to review the documents, identify potential challenges or questions to discuss with the instructor, to determine if tactile content is required, and to create the alternative format(s).

LAS will coordinate with the SAS Exam centre to provide copies of the assessments for when the student has scheduled to write their exams. Many students who use alternative formats, rely on assistive technologies, such as screen readers or magnifiers, to access information. This means students are often writing their midterms or exams in a private room with a computer and/or course assistant.

Does creating accessible copies infringe copyright?

Section 32 of the Canadian Copyright Act stipulates that copies can be made in another format for people with disabilities when the content is not commercially available in a format required to meet the needs of the student requiring accommodation. When an accessible version is received/created, LAS only shares it directly with the student with the accommodation.

However, video content is excluded from this section which means we cannot make copies of videos to make them accessible. Please see the LAS Captioning Procedure to learn more.

Can LAS post the accessible version on CourseLink?

For third-party content, due to copyright restrictions, LAS can only share accessible content directly with the student requesting the accommodation. For content obtained from publishers, or made accessible with permission, sharing the accessible version with anyone other than someone with a perceptual disability may be an infringement of copyright. However, if the content is the instructor’s own work, the accessible version can be posted to CourseLink by LAS employees at the instructor’s request.

What are my intellectual property rights when it comes to providing LAS access to course materials?

Changing the format of a work to make it accessible does not change copyright ownership. Instructors who hold the copyright for the course materials, and are concerned about their work being inappropriately shared, can place notices on their works indicating that activities like copying or distributing the work without permission are prohibited. These notices will also be included on alternate format copies.

In addition, the University of Guelph does retain the right to re-use the course content instructors create for other "non-commercial teaching and/or scholarly, research, and creative activities of the university," which would include the creation of accessible formats for students with perceptual disabilities. For example, an accessible version of an instructor's presentation slides could be provided to future students taking the course, even if the instructor is no longer teaching the course.

License