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APH Braille Transcription Specifications

The following specifications have been designed to transcribe braille textbooks with the highest quality and most useful methods for blind students.

When transcribing a textbook for APH we require you to read and follow these specifications. We have included attachments and samples for your convenience.

APH encourages all transcribers to use these specifications for transcribing braille textbooks. APH staff is available to answer questions whenever you have them. Please see the listing of contacts at the end of this document.

It is our goal to provide quality materials and references to braille transcribers.

1. Braille Page Size:
   • K-12: 11 x 11½ paper
   • 40 cells and 25 lines
2. Volume Size:
   • Volumes are not to exceed 150-160 INTERPOINT pages, which is 80 sheets of paper. Single-side volumes are 80 pages.
   • CONSUMABLE/EXPENDABLE books are not to exceed 100 one-side braille pages.

   NOTE: For grades K-3 see Promising Practices specifications.

3. Software:

   Label Example:
   Title: HOLT ELEMENTS OF LITERATURE Third Edition
   Catalog #: A-B0555-00
   ISBN: 0-03-042414-3
   Volumes: V04-V06
   INTERPOINT
   Transcriber Name

   • Label all Diskettes/CDs as follows:
     • Title:
     • Catalog #: A-B0000-00
     • ISBN:
     • Volume(s):
     • One-side, Consumable, or Interpoint
     • Transcriber/Agency Name:
   • Save all volumes with the same file name using the Catalog number first, and changing the end with each different volume: A-B0555-P01, A-B0555-V01, A-B0555-V02, and A-B0555-S01.
     • Preliminary volume(s): P0#
     • Volume(s): V0#
     • Supplement(s): S0#
   • Deliver files in the following format:
     • BRAILLE FILES: Braille Ready files .brf
     • GRAPHIC FILES: Adobe .pdf, CorelDraw .cdr, or Adobe Illustrator .ai
     • PRINT FILES: Word .doc, WordPerfect. .wpd
   • Set files for interpoint or one-side braille per your contract.
   • Save each volume in a file of its own.
   • KEEP A COPY OF ALL FILES FOR YOURSELF.
4. Formatting--General Format:
   • Apply the rules set forth in all BANA Publications, including English Braille American Edition, Braille Formats: Principles of Print to Braille Transcription, and BANA Braille Code Update 2007.
   • Read the Agency Decisions section. See Attachment #1.
   • OMIT Periodic Table of Elements in each book. It will be substituted with an APH product.
   • OMIT Atlas sections in APH transcriptions.
   • Read the Consumable/Expendable definition in Braille Formats, Rule 13, Sec. 2c(2), page 134, and Rule 13, Sec. 9, page 140.
   • CONSUMABLE pages are for one time use and can be written on. Pages must be single-side.
   • APH Format for Consumable Books (Agency Decisions)
     1. Add the name and date line at the top of each page as a new lesson begins. (Follow the print page layout.)
     2. Each new lesson starts a new braille page.
     3. No textbook material brailled below line 20.
     4. Contact an APH Accessible Media Editor for more details on each project.

   4a. Preliminary Pages:

   • Number INTERPOINT preliminary pages in the lower right hand corner of each odd page. (p1)
   • Follow the centered Title Page Sample format. See Attachment #2.Or use the centered Title Page Template. See Attachment #3.
   • Insert on each Title page:
     In ____ Volumes and ____ Supplements
     This information will be filled in when the total volume count is known.
   • Name end matter as Supplements. Include identifier: Glossary, Index, Gazetteer, etc.
   • Count only the braille pages with text on them when inserting the numbers on the title page. Do not include the blank page inserted at the end of the preliminary pages, or at the end of the volume.
   • Indicate the print lettered page number (example: 1-c47) on the title page when a braille volume either begins and/or ends with a lettered continuation page. (Braille Formats, Rule 2)
   • Name a preliminary volume (front end matter) if it includes: information on the authors/editors, special symbols, and entire contents, and is 90/100 or more pages 45/50 sheets. (Rule 2, Sec. 1c, page 27.)
   • Place a running head on all pages--EXCEPTION: title page and the first page of text in each volume.
   • Place the Transcriber Identification page on the back of the Title page.
   • Follow TRANSCRIBER IDENTIFICATION template provided. See Attachments #2 & #3.
   • Omissions: Consultants and Reviewers, Atlas, Periodic Table, and credits.
   • Insert the following on the Transcriber's Notes page(s) of all transcriptions containing COMPUTER notation:
     • Computer Braille Code has been used to braille the electronic addresses (file names) in this volume. No contractions are used. Numbers are brailled in the lower part of the cell and no number sign is used. See list of Computer Braille Code symbols on special symbols page. Computer Braille Code, Revised 2000.
   • Insert the following on the Transcriber's Notes page(s) of all NEMETH translations:
     • This volume has been transcribed according to The Nemeth Braille Code for Mathematics and Science Notation, 1972 Rev.
   • Insert the following on the Transcriber's Notes page(s) of all FOREIGN LANGUAGE transcriptions:
     • This volume has been transcribed according to the NBA Interim Manual for Foreign Language Braille Transcribing.
   • Insert the following on the Transcriber's Notes page(s) of all CHEMISTRY transcriptions:
     • This volume has been transcribed according to the Braille Code for Chemical Notation 1997.
   • Insert the following on the Transcriber's Notes page(s) of all MUSIC transcriptions:
     • This volume has been transcribed in accordance with the provisions of the Manual of Braille Music Notation, American Edition, with its International Supplement.
   • Force a BLANK PAGE if necessary, at the end of the preliminary pages, and at the end of the volume, to ensure these sections end on an EVEN page.

   4b. Text Pages:

   • Number INTERPOINT text pages with the print page number at the end of line 1 on odd and even pages; and the braille number on odd pages only, at the end of line 25.
   • Number each new volume with braille page 1.
   • Insert the complete title of the book on the first line(s) of the first Arabic numbered page. (Braille Formats, Rule 2, Section 12a)
   • End volumes at the end of a Unit, Part, Chapter, Lesson, Section, Article, or at a logical break in thought.
   • End each volume with the words: END OF VOLUME #. (Center with a blank line above.)
   • End the final volume of each book with the words: END OF TEXT. (Center with a blank line above.)
   • End the final supplement of each book with the words: END OF SUPPLEMENTAL MATERIAL. (Center with a blank line above.)
5. Graphics:

   APH has created a Tactile Graphic Image Library (TGIL) for transcribers use. You can register to use this website free at: imagelibrary.aph.org For additional information on the TGIL e-mail: tgfeedback@aph.org

   • Create graphics in one of the following ways: collage, electronic, or line.
   • Keep the graphic within the boundaries of 40 cells wide and 25 lines down. See sample template for tactile graphics. See Attachment #4.
   • Label each master graphic with the catalog and volume numbers on the back.
   • Consider the heat of thermoforming when choosing materials for collage graphics. Do not use materials that may melt or change shape, e.g., Foamies, Wikki Stix, puff paint, soft plastics, etc. See Attachment #5, MATERIALS LIST.
   • Retain the graphic pages within the brf file for removal and replacement with the actual tactile graphic. Page numbering should be shown on these otherwise blank pages.
   • Consider all blank pages before a graphic as a numbered braille page, but not a continuation of print page numbering. All pages containing a graphic include a print and braille page number. See Attachment #6, GRAPHICS PAGINATION SAMPLE.
   • Consider transcriber's notes to replace simple graphics.
   • Add a transcriber's note containing descriptive text (when necessary) for complex graphics.
   • Place key for graphic on the same page as the graphic when possible, or on left facing page (even braille page number). See Attachment #7, PLACEMENT OF GRAPHIC KEYS.
   • Assign 2 braille cell symbols in the key and diagram. Symbols on the graphic must be identical to the symbols shown in the key. E.g. cw for cell wall.
   • Ensure that tactile symbols are the same in the graphic and the key.
   • Use the same key symbols to represent the same items in each graphic when a print illustration is divided into several pages.
   • Include all pie charts, Venn diagrams, line graphs, bar graphs, and graphic organizers as graphics.
   • Create graphics that are clean and readable.

   5a. Maps:

   • Follow these directives when one print map requires more than one tactile graphic:
     1. Each graphic page should contain a title, a key, and the actual graphic.
     2. If the key will not fit on the page with the graphic, place the key on the even numbered page preceding the graphic.
     3. If a map requires multiple pages to display different features, such as: population, cities and states, industries, etc., insert a transcriber's note. E.g. Map 1--population, Map 2--cities and states, Map 3--industries.
   • Include a completed Graphic Tally Sheet with each shipment. See Attachment #8, GRAPHIC TALLY SHEET SAMPLE.
   • Submit graphic masters to APH when you submit transcription.
6. Proofreading:
   • Proofreading MUST be done for all transcriptions, including graphics.
   • Contact the Braille Textbook Coordinator @ X371 or e-mail Atic@APH.org if a proofreader is not available.
   • Proofreading by the transcriber of the text is NOT acceptable.
   • Two people are used when proofreading, one to read print (copyholder) the other to read braille/simbraille. Transcriber of text may be the print copyholder.
   • Use the enclosed ERROR SHEET for proofreader to submit to transcriber, and transcriber to submit to APH. See Attachment #9.
7. Ink Print Pages:
   • Submit the ink print pages as a separate word-processing file or text file.
   • Use the TITLE PAGE template provided, Attachments #2 and #3.
   • INK PRINT FILES:
     • Title page
     • Transcriber's Identification page
     • Special Symbols page(s)
     • Transcriber's Notes page(s) listing all transcriber's notes throughout the volume, by page number.
     • Exception: Do not repeat Keys for graphics.
   • See SAMPLE TN PAGE for format and content. This ink print page will contain the same information that appears on the braille TN page, PLUS a listing, by page number, of all the transcriber's notes throughout the volume. See Attachment #10.
8. Workflow:
   • Send 3 to 5 volumes at a time, starting in this order:
     • Volume(s) of text 1-3
     • Supplement(s) 1-3
     • Volumes of text 4-6
     • Supplement(s) (if any additional)
   • Send no less than three volumes at a time, if delivering the text piecemeal unless it completes the book.
   • Submit corrected/updated work within 5 business days. This includes work that has been returned due to not meeting Accessible Textbook Dept. standards, not following Braille Formats, incorrect page numbering, problems with graphics, proofreading, etc.
   • Ship complete volumes: text + graphics.
   • E-mail or ship materials to the Accessible Textbook Dept. Choose only one method of delivery: UPS, or e-mail (if text and graphics are both electronic).
   • Save your UPS receipt, and the Accessible Textbook Dept. will reimburse 100% of the cost.
   • Dispose of textbook and/or other materials (when finished with project), unless requested otherwise by Accessible Textbook Dept.
9. Payment:
   • Submit a numbered invoice with each piecemeal shipment or at the end of the project.
   • Insert project status on each invoice:
     • This DOES NOT COMPLETE the book.
     • This DOES COMPLETE the book.
   • Blank pages are not counted as pages of text on an invoice.
   • Payment for contract workers (Proofreaders, Graphic Artists, etc.) is the responsibility of the contracted Transcriber.
   • Shipping materials to and from contract workers is the responsibility of the contracted Transcriber.
10. Summary of shipment to Accessible Textbook Department:

    Accessible Textbook Department (ATIC)
    American Printing House for the Blind
    1839 Frankfort Ave.
    Louisville, KY 40206-0085

    • E-mail or ship materials to Accessible Textbook Dept.
    • Disks/CD's (ink print and braille files)
    • Tactile Graphic Masters and/or CD's
    • Graphic Tally Sheet(s) per volume
    • Error Sheet(s) per volume
    • Invoice with project status
    • Packing slip--list contents of shipment
    • E-MAIL SHIPMENTS include: A-B0000, volume/supplement #, and project status in Subject line. See e-mail addresses for your particular editor, at the end of this document.

Additional attachments:

• Invoice Information
• Order preliminary pages
• Tactile graphic guidelines
• Transcriber check list
• Special Symbols page
• Essential Reference Books for Braille Transcribing

Accessible Media Editors: (Telephone: 1-800-223-1839 + ext #)

Dena Garrett (email preferred) dgarrett@aph.org
Jayma Hawkins (ext. 372) jhawkins@aph.org
Rose Zinious (ext. 377) rzinious@aph.org

Graphic Designer:
Yan Zhang (ext. 471) yzhang@aph.org

Outsource Coordinator:
Jean Moore (ext. 371) jmoore@aph.org

Administrative Assistant:
Nancy Bayens (ext. 379) nbayens@aph.org

ATIC Director:
Jane Thompson (ext. 370) jthompson@aph.org

For additional information about the Accessible Textbook Department, e-mail: ATIC@aph.org.

These specifications were created as a result of a focus group of VI teachers, transcribers, and those responsible for the ordering of braille textbooks. We thank them for their everlasting contribution.

©2008, American Printing House for the Blind, Inc.