The Communication Center of State Services for the Blind (SSB) has for over 50 years translated ink print documents and textbooks into braille and tape for individuals, Minnesota institutions of higher learning, public schools, private business, government and nonprofits. Over the years, business and government have been charged a nominal rate, and the public schools have supported a substantial portion of the cost.

Braille and tape provided by the Communication Center have been nationally recognized for their high quality and few states have the convenience and availability of such a service under one roof. Costs have increased over the years and this practice has contributed to funding conflicts with our primary mission that is to provide vocational rehabilitation services to blind or visually impaired Minnesotans.

The Americans with Disabilities Act (ADA), Public Law 101-336, signed into law in 1990, requires many entities to make their programs and services accessible to persons with disabilities. For blind, visually impaired and other print handicapped students, this translates into the need for books and other materials made available in alternative formats--braille and/or audiotape.

With this in mind, we find it necessary to charge for these services. Requests for braille and tape translation services for materials that are required to make your programs and services accessible will be charged to you. These costs do not include the generous hours provided by over 200 highly skilled volunteers, which greatly reduce the cost. These rates will apply to all braille and tape translation services provided, whether they are for general program use or to address the access needs of a specific individual.

Personal requests from individuals who are blind, visually impaired, or otherwise print-handicapped for material not required to access programs or services of public schools, colleges and universities, government, businesses, or nonprofits will continue to be free of charge.

Policies and procedures are available to assist you in requesting braille and tape transcription services.

THE POWER OF INFORMATION

DO YOU NEED BRAILLE OR AUDIO TAPE?

Communication Center/State Services for the Blind

The Communication Center/State Services for the Blind is a special library and transcription service providing reading material in alternate formats to individuals who have trouble reading normal print due to a visual or physical limitation. Since the mid-1950’s the Communication Center has translated inkprint documents and textbooks into high quality braille, tape and radio broadcast for individuals. This quality is recognized nationally and provides a one-stop service that is unique and unparalleled.

Why Buy Braille and Tape from the Communication Center?

Quality

Volunteers and staff produce professional quality materials through intensive training, adherence to high standards, and continual evaluation and improvement. Equipment and software used to produce books are state of the art. The Communication Center continually researches the latest recording technology and braille techniques to assure the best quality of braille and tape for students.

Convenience

The Communication Center does all the legwork to research available materials and, in the case of braille, places and tracks the order. You will be notified of the availability of tape materials so you can place orders directly. As a result, you save valuable time. The Communication Center will store the materials for you.

Timeliness

Customized transcriptions are delivered to meet individual deadlines. The Communication Center fills the gap between what is already available and what is needed immediately.

Professional staff and volunteers

All staff and volunteers are highly trained and receive continuing education. Braille and audio materials are monitored for quality assurance.

Braille Services

Search Capability. When a request is received for a braille book, a local and national search takes place to determine if it is already available. If we have previously transcribed it, a copy is embossed and sent out immediately. If a copy is available somewhere in the state, arrangements are made to transfer it to the requestor. If it is available from another state, contact is made and it is purchased for the Minnesota student. Follow-up contacts are often necessary until it is assured that it will be in the hands of the student in a timely manner.

Personalized Transcription Service. Books or other print documents that are not already available may be sent in for transcription. Books are transcribed ranging from elementary material to complex mathematics, science, foreign languages, music and computer notation. Requests are transcribed based on the individual assignment schedules and due dates. Since many different braille codes are needed, volunteers and staff fully trained and experienced in these areas are utilized to provide top quality transcriptions. Elementary school materials are all proofread by Certified Braille Proofreaders. Also, all mathematics textbooks are proofread. All proofread materials are corrected before sending to the student.

Professional Staff and Volunteers. All braille transcribers are certified by the National Library Service (NLS) of the Library of Congress. Certification involves a formal course of study that takes close to a year. Continuing education is provided nationally in order to maintain and increase their skill. Advanced certifications in mathematics and music are also obtained by many. All of the staff braillists have multiple certifications by NLS and also receive ongoing training. Braille Proofreaders must also be certified by NLS before providing services.

In the Forefront of the Field. The Communication Center Braille Section is constantly learning and using new technology to provide more and better braille. With growth in technology and software in this field, it is a commonly promoted idea that technology has reached the point where one can put a publishers disk into a braille printer and produce correctly formatted, accurate braille. This is simply not true. We have the staff and training available to assure that all braille, no matter how it has been produced, is the best it can be. Many of our transcribers are being trained to use more sophisticated software, paving the way for them to use disks from publishers and other electronic sources as they become available.

Storage and Circulation. The Communication Center catalogues and in many cases stores all braille that has been provided for Minnesota students. Books returned to the us are sorted, cataloged and shelved for future use. Databases are kept that provide information on the location of any braille book so that it can be used by another requestor.

For more information, contact Mary Archer, 651.642.0852, (800) 652.9000, Mary.Archer@state.mn.us

Audio Services

Search Capability. When a request is received for a book, a national search takes place to determine if it already available. If it is available from Recording for the Blind & Dyslexic, the student or teacher is advised so that they may contact them directly for ordering. If it is available from the National Library Service, the staff may request it be sent directly to the student. If the book is available from us it is duplicated and sent out for immediate use.

Personalized Transcription Service. If a book has not been recorded, the print copy may be sent in for transcription. All requests including teacher prepared materials are transcribed based on individual assignment schedules. Books are assigned to professional volunteers with matching skills. Along with general subjects, books are accepted in the sciences, math, statistics, computer programming and law. Books are transcribed for students sometimes starting as early as grade 2 or 3 and on through college and graduate school for blind, physically impaired and reading disabled individuals.

Professional Staff and Volunteers. Textbook readers are highly skilled people who have taken a stringent oral reading test before acceptance. Applicants are tested on basic oral reading ability and word pronunciation skills and also art, music, biology, psychology, biblical literature, chemistry, computer programming, and math and statistics when appropriate. Foreign languages are also considered. Training is provided in formatting and in operating professional recording equipment. Staff working with volunteers and the recording process must also pass the oral reading test and maintain a high level of skill. Ongoing training, development and evaluation takes place to maintain and improve a professional operation.

Technological Advances Leading the Field Nationally. State of the art technology has always played a big part in providing high-quality reading material for the visually impaired. The world is moving to computer-based digital technology. We are in the process of changing from a recording base of analog to digital, preparing a strong foundation for whatever the industry will lead to in the future. This may even include the potential to download textbooks directly to a student’s home computer for instant access. All this is being done with separate, targeted State and private money, a unique partnership aimed to provide the best quality of service to Minnesota residents.

Storage and Circulation. The Communication Center catalogues and stores all masters produced for Minnesota students so that they are available for subsequent requestors. Databases provide immediate access to information when an individual calls. Eventually students and educators will be able to access the library database independently through the Internet to research the availability of needed textbooks and possibly place orders electronically.

For more information, contact Ellie Sevdy, 651.642.0849, (800) 652.9000, Ellie.Sevdy@state.mn.us

NEW BRAILLE TEXTBOOKS
Fee - $5.75 per page
This includes: national search, staff/volunteer initial transcription and embossing, grades 1-6 and mathematics proofread, corrections, final embossing, binding, labeling, shipping, invoicing, accounting and tracking, follow-up and storage.

PREVIOUSLY BRAILLED TEXTBOOKS, SOLD TO OTHER STATES
Fee- $.95 per page
This includes: local search, embossing, binding, labeling, shipping, invoicing, accounting and tracking, follow-up and storage.

PREVIOUSLY BRAILLED TEXTBOOKS, BOUGHT FROM OTHER STATES FOR MINNESOTA STUDENTS
Fee - $.95 per page
This includes: national search, purchase order, accounting and tracking, follow-up and storage.

PREVIOUSLY BRAILLED TEXTBOOKS AND REUSED, COPIED FOR MINNESOTA STUDENTS
Fee - $.95 per page
This includes: local search, embossing or unshelving, binding, labeling, shipping, invoicing, accounting and tracking, follow-up and storage.

NEW AND COPIES OF NONTEXTBOOK BRAILLE
Fee - $1.95 per page
(Minimum charge $10.00)
This includes: limited local search, staff transcription, limited proof reading, embossing, binding (if necessary), labeling, shipping, invoicing, accounting and tracking, and storage

AUDIO TAPING OF TEXTBOOKS AND OTHER MATERIAL
Fee - $4.00 per cassette
This includes: national search, process supervision and management, volunteer transcription, staff quality control of volunteers, duplication, labeling, shipping, invoicing, accounting and tracking, follow-up and storage.

NEW RECORDINGS OF NONTEXTBOOK MATERIALS FOR BUSINESSES AND ORGANIZATIONS
Fee - $25.00 per cassette master tape
This includes: search, process supervision and management, volunteer transcription, staff quality control, duplication, labeling, shipping, invoicing, and accounting.

COPIES OF NONTEXTBOOK MATERIALS FOR BUSINESSES AND ORGANIZATIONS
Fee - $4.00 per cassette
This includes: local search, labeling, duplication, shipping, invoicing, and accounting.

Pricing

The Communication Center charges for audio and braille transcription services used to make government, private business, school or nonprofit programs or services accessible. Prices reflect recovery of actual costs of production including labor, space and appropriate overhead. The time contributed by volunteers is their generous gift to our customers and is not included in our rates. Personal materials for blind and other visually impaired persons will be transcribed free of charge.

Ordering Textbook Materials

All requests for transcribed textbooks on tape or in braille are initiated when we receive a completed “Requestor's Order For Transcribed Materials” form. Later, a purchase order or similar document will be requested, and maybe print copy(ies) of the text.

The Requestor's Order For Transcribed Materials form includes: student name, school, shipping address, summer contact name and number, book title, ISBN number, copyright date, publisher, author, edition, and level. Provide as much additional information as possible including the need for glossaries and end of book reference material etc. Attach a class syllabus listing page numbers and dates needed. (Please note that only books needed in the beginning of the school year should list a September date as the actual date needed.)

The dates listed are critical in terms of prioritizing requests and getting materials to students on time.

Ordering Audio Textbooks

1. Before sending books, call or fax the Tape Librarians so that we can check our library, Recording for the Blind & Dyslexic (RFB&D), and the National Library Services (NLS).
   • Kathy Baker 651-642-5903
   • FAX 651-649-5927 (use for 3 or more items)

   Include the following information: title, authors, publishers, ISBN number, and the copyright date.

   If available from RFB&D or NLS, the requestor will be so advised. Books already available in our library will be mailed three days after receipt of the purchase order or similar document.

2. Send 1 print copy along with a completed Requestor's Order For Transcribed Materials form if we notify you that it is not available.

Ordering Braille Textbooks

1. It does not expedite the process to call first to inquire about the availability of the book. We will search for the book locally and nationally. If it is available here, we will emboss a copy for you.
   
2. If we must transcribe it, we will ask you to send 2 print copies of the book to us.

Please note that the need for uncontracted braille must be listed on the order forms. Otherwise, it will be assumed that books are needed in contracted braille.

Deadlines

Deadlines are calculated from the date the first installment is needed. Requests for technical materials including sciences, math, statistics, computer programming, and medicine require additional time.

If a book is received by the appropriate deadline and the syllabus is included, it is our intent to provide the transcribed text by the dates needed. If circumstances prevent that, staff will immediately contact you or the student to work out a plan of action. Please keep in very close contact with us regarding the timeliness of the arrival of the requested transcriptions.

If books or the syllabus are received after these dates, every effort will be made to transcribe the material but there will be no guarantee that installments will be received by the deadlines.

Requests from businesses and organizations will be accepted upon receipt of:

• A purchase order or similar document (we will estimate the cost for you).
• A legible copy of the print material.
• A cover memo that includes: a contact person for the request; the contact person's telephone number; the number of copies needed; the date by which the material is needed; the mailing name and address to which the finished product is to be delivered; and billing information.
• BRAILLE ONLY—In addition, please send an IBM-compatible formatted diskette of the material to be brailed or you may e-mail the files to us. Preferred formats include: Word, WordPerfect, Rich Text Format, or ASCII. If these formats are not available, please call to make sure the material can be accessed electronically.

Please allow five to ten working days turn around time for most items. An estimate of delivery time will be provided for lengthy or specialized requests.

Requests from individuals for leisure or other material are initiated in the same process discussed above, but without charge, and will be second in priority to all educational and other requests.

Mail request and the needed items to:

Communication Center
“ATTN: Audio Section” or “ATTN: Braille Section”
2200 University Avenue West #240
Saint Paul, MN 55114-1840

Cancellations

If an order is canceled or a new syllabus is received indicating that a portion of the initial request is not needed, the customer will be charged for all material which has been recorded or brailed up to the point of the call, even if not delivered.

All materials will be shipped “Free Matter for the Blind” unless First Class mail or special delivery is requested. First Class or Special delivery will be billed at the current rate. All Communication Center reusable mailers must be returned. Parties paying full price for braille and cassette tapes acquire ownership of the material. If not, material must be returned to the Communication Center. Please note: parties receiving transcriptions of copyrighted materials are subject to federal copyright laws which restrict further duplication or distribution whether fully purchased or not.

You will be invoiced upon completion of audio or braille transcription. Full payment is expected within 30 days of receipt. Check or money order is accepted.

For more information, please contact Audio Supervisor, 651-642-0849 (Ellie Sevdy), or Braille Supervisor, 651-642-0852 (Mary Archer).