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Information for Academic Staff

Digitisation Service for Disabled Students (DSDS) Guidance for DDCs

Students who are eligible for a personal Royal National Institute of Blind People (RNIB) Bookshare account 

From the 2021/22 Academic Year we are looking to provide a personal RNIB account to the following students: 

  • Dyslexic students. 

  • Students who are visually impaired. 

  • Students who cannot physically manipulate a book. 

An account will be set up by the Disability and Dyslexia Service Team as part of their registration with the service. Eligible students already registered with the Disability and Dyslexia Service can request an account by contacting directly.

Students will be able to search the RNIB collection to locate accessible books that have been added to the Collection or request a book be made available (estimated turn around is 10 weeks). For further details, please go to the RNIB BookShare Books website

If we hold a print copy in the Library, we will scan it for DSDS eligible students and will work to source other unavailable items. Dyslexic students will need to come to the Library to scan a print copy themselves (unless they have a COVID related reason for not being able to come onto campus).

When a student leaves Roehampton

Once students leave Roehampton, they are no longer eligible to use RNIB Bookshare, as membership is accessed via an educational establishment only. They can still make use of the RNIB Library which is completely free and has over 60,000 items in the collection. Have a look at the Information for students about RNIB for FAQs.  

Students with a SoA who are eligible for the Digitisation Service for Disabled Students (DSDS)

This service provided by the Library provides teaching and learning materials in an accessible format to students who are visually impaired or those who cannot physically manipulate a book.

As stipulated by our Resource List Framework, approved by LTQC in March 2021, we aim to provide 100% of Essential resources in a digital format for all students as standard. Our eBook providers are working to comply or fully meet with Accessibility Standard regulations. Full details for individual platforms can be found on our Third Party Accessibility Statements webpage.  

On a Summary of Adjustment (SoA), students who are eligible for the DSDS can be identified by looking in the Specific section of the document for the phrase:

"All materials available in electronic format". 


What is my role with DSDS as a Department Disability Co-ordinator?

The Disabilities Team will email the Library's Academic Engagement Team, copying in the relevant Department Disability Co-ordinator, when a student has been confirmed as being eligible for the DSDS service.

You may also come across students who are eligible under the Specific section of the Summary of Adjustment document to where it will include the phrase "All materials available in electronic format"

Students will now be able to use RNIB to source items on their resource list themselves. In cases where the Disabilities Service have notified us that a student needs support using the RNIB platform. the Academic Engagement Team will ask for the below information:

  • Name and Email Address of student (to send materials to).
  • Module Codes and Titles (for UG and PGT students, see below for Research Students)
  • Which electronic format the student would prefer e.g. Searchable (OCR), PDF, Word, .txt. (We advise that you contact the student directly to establish their preferred format).

You may be able to provide Module Code and Titles information yourself using the Business Intelligence Database or need to email the Programme Convenor (please copy into this email). 

Once Module Codes and Titles have been confirmed. please email (we have provided a suggested template email below) the relevant Module Convenors, or Programme Convenor as appropriate, advising them that Essential Readings on their Resource Lists not already in digital format will need to be digitised. Please ask that they do not make any changes to their Resource Lists that may result in us unnecessarily digitising material which is not needed for their modules. Please also ask them to let the Academic Engagement Team know if there are any Further Readings that need to be digitised alongside the Essential Readings.

Email template for email to Programme Convenors/Module Convenors
**Please note some additional information needs to be added by yourself before sending and this is highlighted using the square brackets**

We have been alerted by Disabilities that there is a student studying [insert programme name/ your module] who is eligible for Digitisation Service for Disabled Students (DSDS). On a SoA, students who are eligible for the DSDS can be identified by looking in the Specific section of the document for the phrase: "All materials available in electronic format.”

[include list of modules student is registered on if email is going to Programme Convenor]

The Library will shortly begin digitising all Essential Readings that are not already available in eBook format. To help with the process, please ensure all your readings have an importance level set as "Essential", "Further Reading" or "Further Independent Study".

If you are looking to make any changes to your Resource List before term starts, please let the Library’s Academic Engagement Team know asap, to avoid the Library unnecessarily digitising material which is not needed for your module. If you require any Further Reading to be digitised, you must request this directly from the Academic Engagement Team. The Library does not digitise any content on Moodle pages, so please ensure any Essential Readings are on Module resource list.

Any materials that need to be digitised will be sent directly to the student with the DDC copied in. If you would like to see full details of the DSDS process, this is explained on the Support for Department Disability Co-Ordinators page.“

What about PGR students and Dissertation modules for UG and PGT students?

We can digitise for Postgraduate Research students who the Disabilities Team have referred to DSDS using the "All materials available in electronic format" phrase in their SoA. 

Students will now be able to use RNIB to source items on their resource list themselves. Students will be asked to send titles not available on RNIB (or all titles if they need assistance using the RNIB platform) to the Academic Engagement Team, who will add these requests onto a personalised Resource List. Please note it can take time to digitise whole books, so the sooner we can receive the titles the better. After the initial batch the student are able to request more but it is likely to take us around 2 weeks to digitise.


What does the Library digitise?

All Essential items on Resource Lists should be available in digital format (see the Library’s Resource List Framework). On the occasion that an Essential item has been identified as not being in an electronic format or a format suitable for the student, we will digitise this item in the student’s preferred format.

If the Module Convenor requires any Further Reading to be digitised, they must request this in their email. The Academic Engagement Team will then liaise with the Module Convenor to establish what content needs to be digitised. We do not digitise any content on Moodle pages, so please ensure any Essential Readings are on Resource Lists.

For PGRs we will work closely with the student to best meet their needs for their study.


What happens next?

The digitisation processing time is:

  • Extracts (book or journal): up to 2 weeks from date of request to the Digitisation Service 
  • Entire books: variable time, it will depend on delivery from the publisher

If entire books are required the Digitisation Service the student can request them through RNIB Bookshare who will contact publishers on their behalf. Alternatively they will be scanned in house.

All documents will be digitised in the students preferred format and sent to the student by email, with the Departmental Disability Co-ordinator copied in.

We acknowledge that SoAs can be created throughout the year, so recognise that we will get new requests at any point in the year. 

Further Support for students registered with DDS

Further support for users registered with Disability and Dyslexia Service

We have pulled together links and guidance from the Library and eLearning on our Accessibility webpages. This covers:

  • The Library’s Accessibility Statement. 

  • Third Party Accessibility Statements from our providers, 

  • Library’s Access Guide providing detailed information on for the Library created by AccessAble, 

  • Accessibility Tools supported by eLearning - SensusAccess, Blackboard Ally and Caption.Ed,

  • Support for Disabled and Dyslexic Students – covering RNIB Bookshare, DSDS, Equipment and Software and Accessibility Services provided within the Library.


Information from Disability and Dyslexia Service