Accessible Textbooks

How to Obtain and Manage Accessible Textbooks for Eligible EMSB Students

Updated May 2018

Annette MacIntyre, EMSB Board Librarian

Eligibility

For a student whose individualized education plan recommends assistive technology, schools can obtain accessible digital works from the Ministry’s list of instructional materials.

Publishers determine the process to obtain works, and the conditions by which their works can be used. The conditions that are common to most publishers are summarized below, however certain publishers impose additional conditions and costs. Please communicate directly with the publishers for more precise and updated information.

Recommended Process for Schools

EMSB Accessible Textbooks is a Google Folder with blank spreadsheets to support the process. Schools can save and customize these documents.

  1. Use STUDENT NAME sheet to document which students require accessible textbooks.a) Confirm list with teachers and add titles, including workbooks, as required.
  2. Review student IEPs to determine which students regularly use assistive technology adaptations for reading (such as Word Qsoftware), and record student names on the list.
  3. Determine and indicate [X] which textbooks are required for students.
  4. Use ORDERS sheet to tally number of titles needed, by publisher. Follow publishers’ processes to request materials. School administrators will need to designate an authorized staff person to order materials.

5. Once received,
a) Use INVENTORY to track copies of purchased materials.
b) Save transitional copies on a USB key.
c) Share materials with students. It is important to respect publishers’ conditions.  Explain conditions of use to students and include documentation for parents.
6. Ensure that eligible students have regular access to a computer or device with assistive software.

7. At end of school year, ensure that digital copies are deleted from all student computers. Transitional copies must be stored on school premises, or deleted, as required by publisher.

 Common Conditions of Use

  • The work will be used exclusively by a student whose individualized education plan recommends assistive technology.
  • The school certifies that it has purchased the print version of the work for all the students in the same class as the student concerned.
  • The student using the work will regularly attend the school that has acquired the work.
  • Use of the work is subject to the same conditions of use as its print version, specifically:
    Textbooks: A copy of the work must be purchased for each student with special needs, and only one student may use this copy of the work during the school year.
    Activity books:A copy of the work must be purchased for the current school year. The same copy of the work may not be reused during any subsequent school year.
  • The application for the work is made by a person in authority at the school or a person authorized by its administration to do so.
  • The school applying for the work agrees not to reproduce, sell, modify or distribute the work.

 Publishers’ Processes

Les Éditions CEC
Schools requiring accessible versions of works must request permission from Les Éditions CEC to digitize materials on their own. Requests should be sent to:Isabelle Correia isabelle.correia@ceceditions.com
514-351-6010, poste 341  or  1-800-363-0494

The following information must be included:
1) Name of School and School Board
2) Title of the work
3) Number of students (i.e., number of copies required)

Chenelière / TC Media / Modulo
Copibec has an agreement with les Éditions Chenelière, its parent company, TC Media, and Modulo, to function as an intermediary for obtaining digital works. These publishers will provide their works in PDF format at the same cost as the print work. This cost applies even if the student already has access to a print copy. Here are the steps:

  • Request is submitted online at: https://www.copibec.ca/en/accessible-digital-documents
  • Copibec sends a form to sign indicating the conditions of use, as well as an estimate of the cost.
  • An authorized employee agrees to the conditions, ensures payment, signs the form and returns by email.
  • Copibec sends the accessible PDF(s) by secure link and mails the invoice.
Éditions Grand-Duc
Accessible versions of many works are available online for purchase at:  www.grandducenligne.com 

If works are unavailable, schools can request permission to digitize on their own by contacting : infoservice@educalivres.com

Éditions La Pensée inc.
Accessible versions of textbooks from La Pensée are available on PDF.  Student use is permitted for one-year only.  To place an order, contact: (514) 848-9042 or 800 667-5442 information@editions-lapensee.qc.ca
LIDEC inc.

Accessible versions of some textbooks from LIDEC are available on PDF.
To place an order, contact: 514 843-5991 or 800 350-5991  lidec@lidec.qc.ca

Nelson

If a student has access to a copy of the work in print, but requires an accessible copy, Nelson will make an electronic version available for free. The request needs to be submitted by a qualified professional serving students with special needs, such as a resource teacher. Requests are made online: http://permission.cengage.com/permissions/action/step1

Pearson / ERPI
If a student has access to a copy of the work in print, but requires an accessible copy, Pearson ERPI will make an electronic version available for free.  Requests are made online: http://pearsonerpi.com/en/renseignements/droits/formulaire-k-12.   The requester is then sent a temporary link to a site where the accessible PDFs can be downloaded.