Alternative Formats Policy
Introduction
Who is the service available for?
This policy outlines the roles played by key teams and departments at City St George's, University of London in the provision of alternative formats for print-disabled library users.
A print-disabled person is anyone for whom a visual, cognitive, or physical disability hinders the ability to read print. This includes all visual impairments, dyslexia, and any physical disabilities that prevent the handling of a physical copy of a print publication.
(Copyright Licensing Agency (CLA), 2011).
This definition has been extended by section 31F (2) of the Copyright and Rights in Performances (Disability) Regulations 2014:
"Disabled person" means a person who has a physical or mental impairment which prevents the person from enjoying a copyright work to the same degree as a person who does not have that impairment, and "disability" is to be construed accordingly.
Any individual who falls under the above definition may be eligible for access to the alternative formats service.
Students must be registered with Student Health & Wellbeing and have a referral for alternative formats indicated on their Student Support Plan (SSP). If a student would like access to alternative formats and does not have a referral – please direct them to Student Health & Wellbeing to discuss appropriate adjustments.
- This policy only applies to materials on reading lists and for research (for example; assignments) and does not cover lecture and seminar handouts/slides etc. Standard materials for teaching and learning should be provided in accessible formats by Schools directly using the guidance provided by the Learning Enhancement and Development department (LEaD).
- If you need any help or advice about creating or accessing teaching materials in alternative formats please contact LEaD.
Copyright
You can make an accessible copy of a work if you own the copyright (for example, it is your own work), have permission from the copyright holder, if the copyright has expired, or if it is for someone with a print disability. If any of these statements apply, staff and students must agree that:
- the copy will not be shared with others
- you abide by the Copyright, Designs and Patents Act, 1988, Section 31A (Disabled persons: copies of works for personal use) and the Marrakesh Treaty 2018.
City St George’s, University of London is an authorised body under the Copyright, Designs and Patents Act 1988 and may make accessible copies for disabled users in accordance with sections 31A-31F of the Act.
In doing so, the University:
- supplies accessible copies only to disabled users
- includes a copyright notice on all accessible copies
- maintains records of accessible copies made and supplied
Accessible copies may also be provided where the University holds the copyright, has permission from the copyright holder, or where copyright has expired.
Students will be required to agree to Terms of Use (see appendix 1) before any alternative formats are provided. These terms make clear that copies are for personal use only and must not be shared.
For further copyright advice, please contact digilib@citystgeorges.ac.uk.
Student Health & Wellbeing
- Student Health & Wellbeing staff will assign an alternative format category using the Alternative Formats category Table 1 (below) and indicate this on the Student Support Plan (SSP). Notification should also be given to Library Services at the earliest opportunity in order that alternative formats processes can begin. For category 1 formats this should be initiated before the SSP is in place.
- Schools should be made aware of students requiring Alternative Formats through their SSP and should have their module reading list ready at the earliest opportunity. Student Health and Wellbeing staff will add a notification to the On-Course Support (action by course tutors) section of the SSP when a student has a referral for alternative format so teaching staff and module conveners are alerted. "This student has been recommended alternative format reading list material. Please make sure module reading lists are finalised on the library's Reading Lists Online system in good time before the module start date."
- Library Services will contact all students in each category to advise them of the next steps they will need to take to access materials in alternative format. See appendix 2; Invitation to student to discuss alternative format needs.
- Library Services will arrange for a 1-2-1 meeting with students to further understand their format requirements and training needs. Students in all categories should be invited to training in the use of assistive technologies and scanning methods with the aim of empowering independent creation of alternative formats.
- Library Services will record details in the Alternative Formats spreadsheet including module, Module leader and term dates.
- Students are to discuss with module leaders which ‘Other’ texts to prioritise, as outlined in the SSP.
Table 1: Alternative Format categories
| Format Category | Example of need | Items which can be requested | Formats students can expect to receive |
|---|---|---|---|
| 1 | Readers who use screen reading software such as JAWS, NVDA, VoiceOver and Narrator. Cannot access materials in any other form except digital and will be using screen reading software. |
|
|
| 2 | Readers who use text-to-speech and magnification tools. Needs information in digital format to aid access but can access some print. |
|
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| 3 | Readers who experience difficulty handling hardcopy books but can use some limited print. Readers who are unable to read substantial amounts of print so need to supplement with text-to-speech. |
|
|
Library Services
Once an SSP referral for alternative formats has been received by Library Services, library staff will make the following checks:
Please note that the library will only check resources that are delivered via the official Reading Lists Online system.
- Check availability of e-books for all items (Core and Other). Where e-books are not available, print copies will be purchased (where not already held) to facilitate library in-house scanning and publisher requests.
- All available and newly purchased e-books will be linked to the reading list prior to completion.
- If the list is too large, students are encouraged to discuss with module leaders which other texts to prioritise, as recommended in the student's SSP.
- If no e-book is commercially available:
- Advise school to make a CLA scan request
- Check catalogue for print holdings. It is a requirement of many publishers that the library owns a copy of the title.
- Library Services will make RNIB Bookshare/publisher requests and/or scan any materials not available as commercial e-books, or where a CLA scan cannot satisfy requests.
The timeline for providing alternative formats can range from a few days to 10 weeks and is dependent on:
- the availability of the material in digital format
- whether a hardcopy needs to be scanned
- publisher response times.
To enable quicker supply, we encourage module leaders to finalise their reading lists in good time before the module start date, ensure they are using the latest editions of books and prioritise texts available in electronic format.
Formats available
Digital
Library Services can provide the following formats:
- Word
Additional remediation work such as adding headings and bookmarks can be added for category 1 users.
Other formats may be available to download from RNIB Bookshare including:
- EPUB
- DAISY
- Electronic Braille
- Audio
For students requiring print as an alternative format: students can borrow a print copy of a book from Library Services. Students with extended loans in place can borrow a 7 day item for 14 days.
Library Services can provide students with digital print-ready files. Please refer to Student Health & Wellbeing for more information about printing adjustments.
Appendix
Terms of Use for students
Terms of use
TITLES: [List titles here]
Alternative Format Digital Files are for personal study only.
You may not:
- rent or sell the digital files
- share the digital files or make them available for download, including with other students on your course
- make copies, except for back-up purposes
- reverse engineer, decompile or disassemble the files or create a derivative product
- alter the contents, except as a required conversion to the Alternative Format
- include content or copyrighted material from the Digital Files in any other product, unless quoting in your work
- this accessible copy is made under our CLA licence or The Copyright and Rights in Performances (Disability) Regulations 2014 or The Marrakesh Treaty 2018 as appropriate
- you must delete all files and personal copies made once your course is complete
- by accepting this copy, you agree to abide by the previously stated conditions and UK Copyright Law.
Please also refer to the digital reading and assistive technology pages for access to other tools and assistive technologies to support reading.
April 2026