DRM Student Registration, Ordering Process and Teacher Management
Adherence to this law begins with a meeting of the Case Conference Committee (CCC). Schools are required to identify those students who present a print disability using data and anecdotal information provided by members of the CCC. According to the Individuals with Disabilities Education Act (IDEA), a student with a print disability is not able to access print in the “normal” or typical manner; they may be blind or vision impaired, physically disabled, or have a reading disability, such as dyslexia. This must be documented in the student’s Individualized Education Plan(IEP). If it is a reading disability it will be indicated as a Specific Learning Disability (SLD) in the area of reading in the IEP.
Next, the CCC must determine which accessible format(s) will best suit the student and then obtain that format(s) of the print instructional materials. Generally, the accessible formats are Digital, Audio, Braille, and Large Print. This law also encompasses the procurement of Specialized Aids and Equipment required by a student with a Visual Impairment (VI).
Fortunately, Indiana has a unique system of supports to help your school corporation achieve and maintain compliance with this federal law. The ICAM acts as a liaison between Indiana LEAs and two of the nation’s major Accessible Media Producers (AMPs), and others, which is a tremendous asset in acquiring accessible formats in a timely manner. The ICAM works through a network of Digital Rights Managers (DRMs). The ICAM staff prepares DRMs for their roles and responsibilities with training, ongoing support, and the use of our state-of-the-art online ordering interface. A DRM might expect to work with the ICAM, the Indiana Education Resource Center (IERC), and the PATINS Project as they use best practices to serve students with print disabilities.
ICAM services are FREE to your school corporation. Following is a step-by-step guide to this process.
The School Corporation Superintendent appoints school personnel to become DRMs. Per the Indiana Assistant Attorney General’s office, each public school corporation may select up to 5 DRMs; charter schools are allowed 3 DRMs per school.
Sometimes a superintendent may choose to name a designee to register DRMs; if so, that is acceptable. The superintendent/designee must complete this form in order to add up to five DRMs. It is also important to remove any DRMs who are no longer in service by using this same form.
Once the ICAM receives a DRM registration from the superintendent/designee, that individual will be sent a link for access to the New DRM Training and Online Orientation. This required training is 40 minutes in length, and the survey at the end provides notification to the ICAM that the individual has completed the training.
Upon receipt of the DRM Registration form, the ICAM will set up the new DRM ICAM Account. This will provide the DRM access to the PATINS/ICAM ordering interface, where they will register students and order materials. DRMs may opt to register teachers who may then register students and order materials. In this case, the DRM must electronically approve all tasks performed by the teacher. This option will be further discussed below.
The newly trained DRM will receive an informational email, which will contain a username and temporary password, which must be changed to a working password according to the criterion provided. The sharing of passwords is prohibited. There is a further explanation of DRM Roles and Responsibilities on the ICAM website.
There are several documents provided by the ICAM that will assist the DRM prior to beginning the registration and ordering process. The ICAM/NIMAS Forms were designed to guide the CCC in the identification of a print disability, in choosing which accessible format(s) of Accessible Educational Materials (AEM) is suited to the student’s learning needs, and which delivery system Assistive Technology (AT) will work best for the student across settings. These forms contain confidential data.
The DRM who is not the teacher of record will find these forms necessary for the tasks of registering students into the database and ordering materials. The DRM who is also the teacher of record may find the forms to be a more efficient path to student data than searching through the IEP. Please note that all the ICAM/NIMAS Forms may be filled in electronically and uploaded to the Indiana online IEP website, or attached to the student’s permanent records that are held by the district.
Registration of students with Physical and Learning Disabilities (PH/LD) by DRMs
- To learn whether or not a student has been entered into the ICAM, choose Edit PH/LD Student on the PH/LD Student Menu. You will enter the Student Testing Number (STN) and the first two letters of their last name. The STN may be found on the IEP. If the student is already entered you will see the student’s name displayed. You can click Continue to see the student’s information and make any necessary changes.
- If the student has not been registered and is not in the system you will receive the notice: “Student not found.” Choose New PH/LD Student from the PH/LD Student Menu. You must click on "I Agree" to continue.
- Enter all required fields on this page. All data required in this registration may be taken from ICAM/NIMAS Form 3A, the Student Data Form, or the IEP. You must click on "I Agree" and then Continue. Next, you will confirm the data that you just entered and then click Submit.
- If the student has a physical disability or a learning disability, they will be registered as PH/LD, for Physical or Learning Disability. During the PH/LD Student Registration, for a student with a physical disability or learning disability, choose Physical Disability.
- In the case of Dyslexia, you will choose Reading Disability.
- The PH/LD Student Registration process is described in this step-by-step PH/LD student registration video.
- If you need to edit/update information in a student record, choose Edit PH/LD Student. This will be necessary when the IEP is updated (yearly) or if there are other changes such as change of placement or change in diagnosis.
- Once a student has been registered in the ICAM, and all student data is correct including a Written Plan (IEP or ISP) date that falls in the last 12 months, then you may proceed to order materials.
Registration of students with a visual impairment (VI) by DRMs
- From the VI Student Menu at left, choose New VI Student.
- You can check to see if a student is already entered by choosing Edit VI Student on the VI Student Menu. You will enter the STN and the first two letters of their last name. If they are already entered you will see the student’s name displayed. You can click Continue to see the student's information or to make any changes.
- If the student has not been registered and is not in the system, Student not found will display; you will choose New VI Student from the VI Student Menu. All data needed on this registration may be taken from NIMAS ICAM Form 3A or the IEP.
- Enter all required fields on this page. You must click on "I Agree" to the conditions on this page to Continue. Next, you will confirm the data that you just entered and then click Submit.
- The VI Student Registration process is explained in a step-by-step VI student registration video on our website.
Placing Orders by DRMs
- The DRM will now have access to place orders using the ICAM Web Order System.
- We have provided videos and PDF Transcripts on using the ICAM Web Order System: the VI Order process, and the ICAM Digital Order Process. New DRMs may benefit by reviewing these videos before they begin.
- Please review the Search Dos and Don'ts on the Search ICAM/IERC page. While you can search by both the 10 and 13 digit ISBN, the 13 digit ISBN is preferred; never use a hyphen when searching by ISBN. If searching an American Printing House (APH) Catalog item for equipment/supplies for VI students, you must use the hyphens.
- You will choose Search ICAM/IERC under the Primary Functions menu to search for your title. Available formats such as BRF, ePub, NIMAS, and PDF, and/or other formats will be displayed after you click Submit.
- A screen will appear which shows all the different formats available. Choose the format you need for your student. If the ICAM has the title readily available, then it will say “Add to Bookbag” under Action. If it says “Send Special Order Request,” then the title is not available but the ICAM will try to acquire the book if you need this format. Please note: If you want to order the same ISBN number in two formats, you will need to change the title slightly. The system will not allow you to order the exact same title in multiple formats.
- If you choose Add to Bookbag, it will take you back to the ICAM/IERC Online Ordering System - Book Request page. Here you will enter the STN number and the first two letters of the student's last name, with the first letter capitalized. Click on Submit. Next, you will choose the location for delivery from the dropdown button. If it is a digital file it will be sent via email, not to the physical location. Click on Submit. A new screen will appear and you will have three options: 1) Continue Ordering; 2) Complete your order; or 3) Cancel your current order. If this is the only title you are ordering, then choose Check Out. The status of the order will now say “Pending Approval” and you are finished. If you are ordering additional titles choose Continue Ordering and complete the process for your additional books.
- To review the order go to Review Orders on the left menu. Click on Approved Orders to see the details of the order. Choose a date range and select Submit.
- The order will now be processed by the ICAM staff and will be emailed to the DRM when complete.
- If you need a format that is not available, choose Send Special Order Request from the Action Column. The next screen will ask you to choose your location and enter the dates when you will need the book. Here you will enter the STN number and the first two letters of the student's last name, with the first letter capitalized. There are many fields that can be entered and some will already be filled for you. You must fill out all the fields with an *. It is helpful for the ICAM staff to fill in as much information as possible. Click on Submit.
- The status of the order will now say “Not Processed” and you are finished.
- To review the order go to Review Orders on the left menu. Click on Special Request History to see the details of the order.
- The order will now be processed by the ICAM staff and the DRM will be updated on the Status.
- If you cannot find a book in your search click Make Special Req. and fill in all required fields to submit a special request. The ICAM/IERC will research the book and notify you of the results.
- Directions for Large Print and/or Braille Instructional Materials and/or Specialized Aids & Equipment are on the IERC page of our website. For any questions, please contact the IERC staff. IERC Policies and Procedures and additional resources can be found on the main IERC page.
- Digital orders will be sent via email to the DRM. Currently, these files are being shared with the DRM via Google Drive.
- Once the file is unlocked, how it is used by the student varies depending on the file format, the device being used, and if Text to Speech is required. We have listed several options for use on our website, but some of the more popular scenarios are listed below in further detail.
- If the file is an ePub and is being used on an iPad, iBooks is a free text to speech option that works very well. There are also paid apps available in the iTunes store, and we have listed some of these app options on our website.
- If the file is an ePub and is being used on a MAC computer, it can be opened in iBooks as well with text to speech.
- If the file is an ePub and is being used on a Windows computer, it can be opened up in Microsoft Edge with text to speech.
- If the file is an ePub and is being used on a Chromebook, Read&Write for Google Premium or Snap & Read are paid options which offer text to speech. We have free options listed on our website, but we have not had great success with many of these options.
- ePubs can also be opened on devices such as the Amazon Kindle Fire and the Victor Reader Stream.
The following programs will open an NIMAS/OPF File Format.
Adding a Teacher by DRMs
- Some DRMs find it beneficial to register VI or PH/LD teachers into the ICAM. The teacher will be registered by the DRM and then can place orders for students, which may help DRMs with time management of DRM tasks, particularly in large school corporations. A teacher may want to be more involved with the process or want to save the step of getting information to the DRM. If the DRM and teacher are amenable to this, it is a viable solution. Since the DRM role supersedes the role of teachers, in this case, the DRM is required to electronically approve all tasks performed by the teacher. When a DRM adds a VI teacher, that teacher must first be approved by the IERC before their account is activated. Likewise, whenever a VI order is placed, that too must be approved by the DRM, and then the IERC.
- Go to the Teacher Registration menu and click on Add a Teacher. Enter the Teacher’s email address, click on Find Teacher. If this is a new teacher who has never been registered, then you will see the message “Teacher not found.” Click on New Teacher on the menu on the right. Next, you will see the Teacher’s Details and you will fill out the indicated required fields (See pic below) and click Save.
- If the teacher is already in the system, select the teacher and click Register. Review the teacher details and Save. To edit the record choose Edit from the menu on the right.
- If in the future, if you need to verify or edit Teacher Information, go to the Teacher Registration menu and click on Edit/View Teacher. Be sure to check Show All on the far right to see all teachers.
- The teacher will now be ready to begin placing orders as described in the preceding sections.
DRM Approval of Student Registrations by Teachers
- Once the teacher has added a student, the DRM must verify that the information is entered correctly and that the student meets the requirements for a print disability. The teacher will notify the DRM when they have added a student and then the DRM will verify this information. The DRM will click on Review Orders in the Review Orders Menu, then Approve Students.
- Once you click on View (in blue) above, you will get the following verification screen. The DRM will verify and click on I Agree.
- Once all information is verified and agreed, click on Go Back in the lower left to the first screen and select from the Approval drop-down box in the upper right corner of the screen to Approve or Disapprove the request. Once selected, click Submit in the lower-left corner. Once this step is completed the DRM must contact the Teacher to let them know the student has been approved and they can begin placing orders.
Approving/Disapproving Orders by DRMs
- Once the teacher has placed an order, the DRM will receive a reminder email that the teacher’s Electronic Patron Order (for NIMAS, ePubs, and PDF files) is pending with the subject line: “Pending Patron Order Reminder Email From ICAM”
- The DRM will need to go to the Review Orders menu, and Click on Approve ICAM Orders. If the DRM has more than one corporation, the DRM will choose the corporation at the top left under School Corporation. On the far right of Orders for Approval, under Approval, click on the pull-down menu and select Approve or Disapprove. On the far left under the Teacher’s name click Submit and the screen will clear. The DRM can review the teacher’s order under Order History. To approve a special request, you will click on Approve Spec.Request and follow the same instructions.
Other Factors for DRM Consideration
Making sure your textbooks are available in Accessible Formats
State and Local Education Agencies play an essential role in assuring that print instructional materials are available to students with documented print disabilities, in accessible formats. This is accomplished by routinely including language in purchasing contracts and purchase orders that require publishers to submit NIMAS-conformant files to the NIMAC, or provide assurances that they have already done so, for the specific title(s) and edition(s) indicated in the contract. You will find Sample Language for Contracts and LEA Purchase orders on our website. Please pass this information to the individual(s) in your school corporation who orders textbooks, such as the Curriculum Specialist and/or the Textbook Adoption Committee.
We also have a Google Document outlining the process for teachers who have been added by DRMs that describes how to add students and order books.